High School

High School
2015-2016
High School
Athletic Handbook
Table of Contents
Table of Contents ............................................................................................................................................................ 2
District Strategic Plan ...................................................................................................................................................... 3
Athletic Mission Statement, Philosophy and Core Values…………………… .............................................................. 4
Introduction and Staff ...................................................................................................................................................... 5
Job Descriptions .............................................................................................................................................................. 6
Athletic Affiliations....................................................................................................................................................... 16
Programs Provided ........................................................................................................................................................ 17
Eligibility....................................................................................................................................................................... 19
List of Required Forms.................................................................................................................................................. 20
IHSA and RPS Transfer Rules ...................................................................................................................................... 21
Student Emergency Information Form. ........................................................................................................................ 23
Sportsmanship Agreement Form ................................................................................................................................... 24
Parental Permission Form ............................................................................................................................................. 25
Student Code of Conduct .............................................................................................................................................. 26
Procedures For Handling Participation Fees ................................................................................................................. 29
Athletic Waiver Form.................................................................................................................................................... 30
Athletic Waiver Form – Spanish ................................................................................................................................... 32
Installment Payment Plan .............................................................................................................................................. 35
Athletic Business Procedures ........................................................................................................................................ 39
Admission Prices ........................................................................................................................................................... 40
Link to Gate Reconciliation Form ................................................................................................................................. 41
Preparing Purchasing Requisitions ................................................................................................................................ 42
Purchasing Procedure Guidelines .................................................................................................................................. 43
Equipment Inventory Chart ........................................................................................................................................... 48
Summer Coaches Pay .................................................................................................................................................... 50
Stadium Key User Agreement and Receipt Form ......................................................................................................... 51
Rental Prices and Link to Request for Building Usage ................................................................................................. 53
Special Check Request .................................................................................................................................................. 54
Guidelines For Attending IHSA Tournaments .............................................................................................................. 55
IHSA Tournament Reconciliation Form and Meal Allotments ..................................................................................... 57
State Series Meal Allotment ............................................................................................................... ..................... ......58
Transportation Guidelines.............................................................................................. ......................................... .......59
Request For School Bus Service ................................................................................................................................... 60
Request For Coach Bus Rental Payment................................................................................................................ ........61
Transportation Information from Operational Services............................................................................. ............ ........62
Injury Procedures.................................................................... .............................................................................. .........66
Link to IHSA Sports Medicine Page/CPR Instructions ................................................................................................. 66
Use of AEDs.................................................................................................................................................................. 67
Certified Athletic Trainers......................................................................................... ......................................... ...........70
Heat and Humidity Guidelines......................................................................................... ................................... ...........72
Concussion Information and Form ................................................................................................................................ 73
Fundraising Forms......................................................................................................................................................... 75
Volunteer Information and Link to Forms................................................................................................... ....... ...........77
Information on Core Course GPA ................................................................................................................................. 78
RPS 205 NCAA Approved Core Classes ...................................................................................................................... 79
Media Contacts .............................................................................................................................................................. 81
Handbook Agreement Form............................................................................................ ........................................ .......82
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Rockford Public Schools Athletics
Philosophy
Rockford Public Schools believes that a dynamic program of student activities is an integral part of educational and personal
development. Participation in sport produces life lessons that will be used beyond the court and beyond high school years. Our
philosophy is to use athletics to teach our students a number of lifelong values, including sportsmanship, teamwork, humility,
commitment and personal accountability, and the ability to persevere through adversity.
Our belief is that participation on an athletic team is a privilege and not a right. Coaches and district athletic staff will have final say
on all team issues including, but not limited to, playing time and roles. Parents and guardians who allow their students to participate
agree to defer all team decisions to the coaching staffs.
Rockford Public Schools believes athletics should emphasize participation and development at the elementary and middle school
levels. With each advancing level in high school athletics, emphasis will be placed more and more on success, as we strive to offer
successful athletic programs for our student-athletes. It is part of our philosophy that in order to reach high levels of success, yearround development, strength training and emphasis on feeder programs is expected of all athletes and coaches.
Mission
Rockford Public Schools provides a variety of extracurricular experiences to enhance the development of our students. We maintain
academics as a priority, with athletics serving as a tool to help advance and enhance student athletes in the classroom and prepare
them for successful futures. We make every effort to offer our student-athletes the best coaching, facilities and equipment to help
make their experiences positive.
Core Values
Sportsmanship: Our behaviors will represent Rockford Public Schools in a positive way, as we demand positive attitudes and high
levels of sportsmanship both on and off the playing field.
Commitment: By participating in Rockford Public Schools extracurriculars, all participants, regardless of level or ability, agree to
fully commit to the rules and standards of their teams and coaches.
Ongoing: Participants will have an ongoing commitment to Rockford Public Schools athletics, showing school pride and respect off
the court and beyond their years of competition.
Respect: All Rockford Public Schools student-athletes will treat one another, coaches, opponents and officials with respect at all
times.
Everyone: The expectation is that everyone involved in Rockford Public Schools athletics will follow the core values.
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Athletic Handbook
2015-2016 SCHOOL YEAR
INTRODUCTION
The purpose of this handbook is to provide administrators, athletic directors and coaches with guidelines for the successful
operation of the District 205 athletic programs. Development of these policies/procedures was made in order to assure equable
opportunities for all students and coaches involved in the District 205 Interscholastic Athletic Program.
It is intended that all policies and procedures be reviewed on a regular basis for the continued improvement of the program.
Personnel involved with the athletic program should become acquainted with the guidelines and their responsibilities.
The basis of our support of District 205 athletics is founded on its relationship to the overall educational process of our student
body. Our belief is that a sound athletic program will provide important educational and social benefits for students, staff and
the community.
Athletic Staff
DISTRICT
Mat Parker – District 205 Director of Athletics, Activities and Program Development
HIGH SCHOOLS
Michael Armato – Assistant Principal of Athletics and Facilities, East High School
Sean Norton – Assistant Principal of Athletics and Facilities, Auburn High School
August Toldo – Assistant Principal of Athletics and Facilities, Guilford High School
Corey Espensen – Assistant Principal of Athletics and Facilities, Jefferson High School
MIDDLE SCHOOLS
Matt Smith – District 205 Director of Middle School Athletics; Marshall Middle School Student Athletic Director
Bill Lavery – Student Athletic Director, RESA
Brittni Westaby – Student Athletic Director, West Middle School
Steve Johnson – Student Athletic Director, Flinn Middle School
Thomas Zambrovitz – Student Athletic Director, Kennedy Middle School
Brad Pickering – Student Athletic Director, Lincoln Middle School
Kelly Ellingson – Student Athletic Director, Eisenhower Middle School
Heather Cyrus – Student Athletic Director, Barbour School
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ROCKFORD BOARD OF EDUCATION
JOB DESCRIPTION
Job Title: Director of Athletics, Activities and Program Development
______________________________________________________________________
JOB CODE: 7200
Department: Administration
Supervisor: Assistant Superintendent for Schools
Date: August 5, 2011
______________________________________________________________________
Summary:
The Director of Athletics, Activities and Program Development administers the District Athletic
programs and provides leadership with site administrators of athletics, coaches, and programming.
He/she provides leadership, guidance, coordination, teaching and supervision of District extra- and
co-curricular athletic programs, including articulation between elementary, middle, and high schools.
The Director schedules time, facilities, and supervision to promote maximum effectiveness of the
school’s and student’s needs in accordance with established policies and procedures. The Director
will strive to increase student participation in athletics and activities at the elementary, middle, and
high school level. He/she will develop additional programs to increase the community profile of
District 205 athletics and activities as well as increased revenue by developing community based
sponsorships and fundraisers.
SUPERVISORY RESPONSIBILITIES:
Assists the site principals in the supervision and evaluation of site administrators assigned to
athletics.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
1. Assists in planning, supervising, and coordinating effective, comprehensive, and equitable
athletic activities for all students in the secondary schools, including extra- and co-curricular
athletic programs and forming the District athletic calendar.
2. Assists principals and site administrators assigned to athletics in planning transportation to
meet scheduled events, supervision of eligibility requirements, maintenance of athletic financial
records, coordination of facilities use and maintenance, employment of officials as required,
coordination of high school physicals, and coordination of special programs, tournaments, etc.
3. Responsible for accurate and timely implementation of procedures involving ticket sales,
security, contracts, and related activities at school programs, i.e., athletic events, tournaments,
etc.
4. Annually measure student participation rates in all athletics at the elementary, middle school,
and high school level. Collect and report data.
5. Monitor the academic performance of all student participants in athletics and activities. Collect
and report data.
6. Increase programs and student participation rates in athletics and activities at the elementary,
middle school, and high school level.
7. Responsible for assuring the site administrators assigned to athletics collect, maintain, and
report building athletic data regarding equity compliance, student participation, the collection of
intramural and participation fees, and student waivers. This evaluative data will be reported to
the site administrators assigned to athletics and site principals on a regular basis.
8. Leads in the area of fund raising by securing monetary support from the public. Actively
participates as liaison to community groups. Actively works to generate advertising revenue at
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the District’s athletic venues.
9. Participates in public relations and in school publicity matters. Develops communication for
district public releases as appropriate. Contributes to schools’ relationship with the community.
10. Responsible for professional growth activities, including membership in professional
associations, attendance at conventions, participation and teaching in professional workshops,
etc.
11. Participates in meetings as required for District coordination, implementation, and
improvement of the District’s athletic program.
12. Assists in recruiting, interviewing, screening, and recommending qualified person to fill extracurricular athletic openings.
13. As a certified coach, leads in preparing, revising, and distributing District and State codes of
conduct for athletes and coaches. Upholds rules and regulation as adopted by the IHSA.
Serves as the District’s liaison to the IHSA.
14. As a certified coach and teacher, exhibits a thorough knowledge of the NCAA Clearing House
requirements for graduating athletes as it relates to college admittance standards.
Furthermore, works closely with the District Director of Counseling to ensure NCAA
requirements are up to date.
15. Works closely with coaches, administrators, site administrators assigned to athletics, etc., to
ascertain athletic needs and to provide for these needs within the constraints of the budget
including review of requisitions for professional supplies, equipment, etc. at the high school
level.
16. Conducts periodic review and evaluation of the athletic programs, including staffing allocations,
making such changes and recommendations for change as appropriate.
17. Attends building, District, and other meetings as required.
18. Supervises, monitors, and audits stadium/facilities account.
19. Assists the middle school coordinators in the development and coordination of the Intra-City
Competitive Sports Program.
20. Secures medical coverage for all major events.
21. Coordinates the Rockford Elementary Basketball Association (REBA) program.
22. Coordinates all major District events in concert with the appropriate District personnel.
23. Assumes any other duties as may from time to time be delegated by the supervisor and the
supervisor may make any adjustment in the scope of responsibilities as outlined above which
will be in the best interest of the school district.
24. All administrative actions must be in concert with the mission statement, beliefs, objectives,
and parameters found in the strategic plan of the Rockford Board of Education.
25. Model, lead and teach coaching sessions with students in grades 1 through12.
26. Model, lead and teach coaching professional development for coaches grades 1 through 12.
27. Exhibit highly-developed people skills that will facilitate effective communication with
educators.
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EDUCATION/TRAINING:
Previous successful experience as a certified coach.
A thorough knowledge of all IHSA rules, policies, and regulations governing IHSA sanctioned athletic
programs.
A thorough knowledge of the NCAA Clearing House requirements for graduating athletes as it relates
to college admittance standards.
Training or course work in a variety of research-based techniques/programs for athletics.
Training or experience in facilitating groups and working with adult learners.
Certified Teacher training to implement professional development programs for students and
coaches.
LENGTH OF WORK: 12 Months
QUALIFICATIONS:
The incumbent must show demonstrated success in providing staff development using best practices
for coaching. He/she must also demonstrate success in working with adults and a working
knowledge of adult learning theories and familiarity with word processing, Excel, Microsoft Outlook,
and PowerPoint. The successful candidate is an individual who must be able to carry out each
essential duty satisfactorily. The requirements listed above are representative of the knowledge,
skills, and/or ability required.
This description is written primarily for position evaluation purposes. It describes duties and
responsibilities, which are representative of the nature and level of work assigned to the position.
The activities are representative and not necessarily all-inclusive.
___________________________
Approved
___________
Date
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ROCKFORD BOARD OF EDUCATION
JOB DESCRIPTION
JOB TITLE: Assistant Principal of Athletics and Facilities
JOB CODE: 7050
DEPARTMENT: Administration
SUPERVISOR: Building Principal
DATE: June 16, 2011
SUMMARY:
Assists Building Principal in all facets of the athletic department and programs, including the monitoring of school
athletic budgets/expenditures. Assumes responsibility for functions of building principal in his/her absence.
Administers student personnel program and counsels students relative to educational and co-curricular activities.
Reports directly to the Building Principal.
SUPERVISORY RESPONSIBILITIES
Certified and non-certified staff as designated by principal.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Under the supervision of the Building Principal manages all extracurricular activities, the Athletic Department,
and facilities.
2. Supervises the staff within the building Athletic Department.
3. Coordinates with the IT Department to provide appropriate technology related to the Athletic Department and
programs.
4. Monitors and evaluates Athletic Department and programs to insure a safe and healthy school environment.
5. Oversees all deliveries to school related to athletics.
6. Evaluates PE and Health staff members in accordance with District procedures and timelines.
7. Assumes any other duties as may from time to time be delegated by the supervisor and the supervisor may make
any adjustment in the scope of responsibilities as outlined above.
8. All actions must be in concert with the mission statement, beliefs, objectives, and parameters found in the strategic
plan of the Rockford Board of Education.
EDUCATION/TRAINING
Master’s degree from an accredited college/university and Illinois State Board of Education
Type 75 Administrative Certificate
Training or course work in a variety of research-based techniques/programs
Training or experience facilitating groups and working with adult learners
A thorough knowledge of all IHSA rules, regulations
Experience as an athletic coach
Training or course work in the administration and analysis of assessments and the use of data
to guide instructional practice and intervention.
KNOWLEDGE, SKILLS AND ABILITIES:
Job requires substantial knowledge and skills relating to the duties and responsibilities identified above, also the
ability to work in a diverse client population. Basic knowledge of computers and current technology is needed.
QUALIFICATIONS:
Type 75 Administrative Certificate
Master’s degree; Experience in public school administration; proven record of providing equity in a public agency or
school leadership; Management and leadership skills are adaptable to public relations, human relations, equity
principles and planning capability.
This description is written primarily for position evaluation purposes. It describes duties and responsibilities, which
are representative of the nature and level of the work assigned to the position. The essential duties are representative
and not necessarily all-inclusive.
LENGTH OF WORK: 12 months
____________________________ __________
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ROCKFORD BOARD OF EDUCATION
JOB DESCRIPTION
JOB TITLE: Middle School Student Athletic Director
________________________________________________________________________
JOB CODE: 7215
DEPARTMENT: Athletic Department
SUPERVISOR: Building Principal/District Student Athletic Director
DATE: January 5, 2004
________________________________________________________________________
SUMMARY:
The Athletic Director works directly with the District Athletic Director to plan, develop and administer Athletic
Activities and Programs, including spirit squads, cheerleaders and poms. The Athletic Director provides leadership
and guidance by coordinating and arranging all athletic programs. The Athletic Director reports directly to the
Building Principal.
SUPERVISORY RESPONSIBILITIES:
ESSENTIAL DUTIES AND REPSONSIBILITES include the following:
Financial Responsibilities:
The Athletic Director will work directly with the school’s financial technician to:
Maintain Revolving Accounts
Submit Fees/Funds to District Middle School Athletic Account as established for the school year
Oversee the Collection of Participation Fees
Ensure all District/School Financial Procedures are followed
Oversee the ordering of equipment/uniforms for all sports
Sport Management:
The Athletic Director at each of the middle schools will serve as the Director for one or more sports being offered
during the current school year, as equitably assigned by the District Athletic Director. As the director for a sport, the
school director will:
A. Hold pre-season meetings for the coaches from all schools that will be participating in the sport
B. Develop and review sport guidelines, as needed, for the sport(s) assigned to his/her school
C. Maintain win/loss records, when applicable, for the sports to which his/her school is assigned as the director
D. Work with the Central Office Athletic Director to make preparations for the All-City Meet/Games when
applicable
Contest Management:
Will consult with the Building Principal to determine which athletic contests will need supervision, other than
supervision provided by the coach(s)
Will make provisions for alternate supervision in the absence of either the building’s administration or the Athletic
Director
Will make all arrangements for personnel and equipment necessary for any contest (Ticket Sales, Scorekeeper/Bench
Personnel, Officials, etc.)
Will work with the building engineer to make arrangements for facility usage
Will arrange transportation for athletes
Eligibility:
Will monitor the adherence by all participants to the District’s Academic Eligibility Policy 7.320.
Student Medical Safety:
Will provide Emergency Medical Information Cards to coaches of all sports. (Cards should be ordered through the
District Athletic Director).
Will inform coaches to monitor the safe conditions of all practice and contest areas.
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Will keep a record of all Athletic Physicals (required) for all students participating in any sport.
Equipment/Uniform Inventory:
Will require all coaches to supply an end-of-the-season report for all uniforms issued that are to be collected and will
maintain records of all athletic equipment.
Schedules:
Will provide copies of the school’s sport schedules to:
A. Building Principal
B. District Athletic Director
C. Coaching Staff (Coaches will provide for students/parents)
D. Booster Club
Booster Club:
Will work with the Booster Club Officers to coordinate efforts to generate funds for the financial support of the
school’s athletic programs
Meetings:
Will attend all meetings as scheduled with the District Athletic Director as scheduling will allow
Will attend meetings as scheduled by High School Athletic Directors as scheduling will allow
EDUCATION/TRAINING:
Holds a degree with teacher certification
Has past experience as a coach
KNOWLEDGE, SKILLS AND ABILITITES:
Has worked with other Athletic Directors in gaining knowledge of the organization and administration of an athletic
program.
QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The
requirements listed above are representative of the knowledge, skills, and/or ability required.
This description is written primarily for position evaluation purposes. It describes duties and responsibilities which
are representative of the nature and level of work assigned to the position. The principal activities are representative
and not necessarily all inclusive.
LENGTH OF WORK YEAR:
Will serve as the Athletic Director throughout the District’s school calendar.
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ROCKFORD BOARD OF EDUCATION
JOB DESCRIPTION
Job Title: Coordinator of Athletics
______________________________________________________________________
JOB CODE: 2210
DEPARTMENT: Administration
SUPERVISOR: Building Principal and Director of Athletics and Program Development
DATE: June 2, 2015
Summary:
The school Coordinator of Athletics administers the secondary athletic program and provides leadership with
athletic coaches and programming. He/she provides leadership, guidance, coordination, and supervision of school
based extra- and co-curricular athletic programs. The Coordinator schedules time, facilities, and supervision to
promote maximum effectiveness of the school's and student's needs in accordance with established policies and
procedures.
SUPERVISORY RESPONSIBILITIES:
Assists the site principals in the supervision and evaluation of site administrators assigned to athletics.
ESSENTIAL DUTIES AND RESPONSIBILITIES: To perform this job successfully, an individual must be able to
perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge,
skill, and/or ability required. In addition to the requirements listed below, regular attendance is an essential
function of this position. Reasonable accommodations may be made to enable individuals with disabilities to
perform the essential functions of this position.
1. Leads in planning, supervising, and coordinating effective, comprehensive, and equitable school
athletic activities for all students, including extra- and co-curricular athletic programs.
2. Assists school based principal and site administrators in planning transportation to meet scheduled
events, supervision of eligibility requirements, maintenance of athletic financial records, coordination
of facilities use and maintenance, employment of officials as required, coordination of high school
physicals, and coordination of special programs, tournaments, etc.
3. Responsible for accurate and timely implementation of procedures involving school ticket sales,
security, contracts, and related activities at school programs, i.e., athletic events, tournaments, etc.
4. Annually measure student participation rates in all athletics at the school level. Collect and report
data.
5. Monitor the academic performance of student participants in athletics and activities. Collect and
report data.
6. Increase programs and student participation rates in athletics and activities at the elementary, middle
school, or high school level.
7. Responsible for assuring the site administrators assigned to athletics collect, maintain, and report
building athletic data regarding equity compliance, student participation, the collection of intramural
and participation fees, and student waivers. This evaluative data will be reported to the site
administrators assigned to athletics and site principals on a regular basis.
8. Leads in the area of fund raising by securing monetary support from the public. Actively participates as
liaison to community groups. Actively works to generate advertising revenue at the District’s athletic
venues.
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9. Participates in public relations and in school publicity matters. Develops communication for district
public releases as appropriate. Contributes to schools’ relationship with the community.
10. Responsible for professional growth activities, including membership in professional associations,
attendance at conventions, participation and teaching in professional workshops, etc.
11. Participates in meetings as required for District coordination, implementation, and improvement of the
District’s athletic program.
12. Assists in recruiting, interviewing, screening, and recommending qualified person to fill extra-curricular
athletic openings.
13. As a certified coach, leads in preparing, revising, and distributing District and State codes of conduct
for athletes and coaches. Upholds rules and regulations as adopted by the IHSA. Serves as the
District’s liaison to the IHSA.
14. As a certified coach and teacher, exhibits a thorough knowledge of the NCAA Clearing House
requirements for graduating athletes as it relates to college admittance standards. Furthermore,
works closely with the District Director of Counseling to ensure NCAA requirements are up to date.
15. Works closely with coaches, administrators, site administrators assigned to athletics, etc., to ascertain
athletic needs and to provide for these needs within the constraints of the budget including review of
requisitions for professional supplies, equipment, etc. at the high school level.
16. Conducts periodic review and evaluation of the athletic programs and staff, including staffing
allocations, making such changes and recommendations for change as appropriate.
17. Attends building, District, and other meetings as required.
18. Supervises, monitors, and audits stadium/facilities account.
19. Assists the middle school coordinators in the development and coordination of the Intra-City
Competitive Sports Program.
20. Secures medical coverage for all major events.
21. Coordinates the Rockford Elementary Basketball Association (REBA) program.
22. Coordinates all major District events in concert with the appropriate District personnel.
23. Assumes any other duties as may from time to time be delegated by the supervisor and the supervisor
may make any adjustment in the scope of responsibilities as outlined above which will be in the best
interest of the school district.
24. All administrative actions must be in concert with the mission statement, beliefs, objectives, and
parameters found in the strategic plan of the Rockford Board of Education.
25. Model, lead, and teach coaching sessions with students.
26. Model, lead and teach coaching professional development for coaches.
27. Exhibit highly-developed people skills that will facilitate effective communication with educators.
EDUCATION/TRAINING:
Bachelor’s Degree
Previous, successful experience as a certified coach.
A thorough knowledge of all IHSA rules, policies, and regulations governing IHSA sanctioned athletic programs.
A thorough knowledge of the NCAA Clearing House requirements for graduating athletes as it relates to
college admittance standards.
Training or course work in a variety of research-based techniques/programs for athletics.
Training or experience in facilitating groups and working with adult learners.
Certified Teacher training to implement professional development programs for students and coaches,
preferred.
LENGTH OF WORK: 12 Months
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QUALIFICATIONS:
The incumbent must show demonstrated success in providing staff development using best practices for
coaching. He/she must also demonstrate success in working with adults and a working knowledge of adult
learning theories and familiarity with word processing, Excel, Microsoft Outlook, and PowerPoint. The
successful candidate is an individual who must be able to carry out each essential duty satisfactorily. The
requirements listed above are representative of the knowledge, skills, and/or ability required.
This description is written primarily for position evaluation purposes. It describes duties and responsibilities,
which are representative of the nature and level of work assigned to the position. The activities are
representative and not necessarily all-inclusive.
WORKING CONDITIONS:
Moderate in-district travel as well as intermittent in-state and out-of-state travel. Intermittent prolonged and
irregular hours of work.
OTHER:
This job description describes duties and responsibilities which are representative of the nature and level of
work assigned to the position. The identified duties and responsibilities are intended only as illustrations of
the various types of work that may be performed. The omission of specific duties does not exclude them from
the position.
The job description does not constitute an employment agreement between the school district and employee
and is subject to change by the school district as the needs of the school district and requirements of the job
change.
___________________________
Approved
___________
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Head Coach Job Description
Rockford Public Schools District #205
Title:
Head Athletic Coach
Qualifications:
Valid Illinois Teachers Certificate and/or Meets IHSA Criteria (Qualification of Coaches
– 2.070)
Previous head coaching or high level coaching experience in the specific coaching field is
recommended.
Reports to:
Building Athletic Director, Building Principal and District Athletic Director
Supervises:
Assistant Coaches
Job Goal:
Assist and guide participating student athletes achieve a high level of skill, discipline,
sportsmanship and citizenship. To oversee and promote the specific sports program in
accordance with NFHS, IHSA and RPS #205 Board Policies and athletic handbook.
Performance Responsibilities:
1. Works with Building and District Athletic Director to secure facilities for a safe/secure practice and
competitions environment for student athletes.
2. Plans and communicates with assistant coaches regarding practice schedule and competition strategies
which ensure the health, physical well-being and sport specific success of student athletes.
3. Develops, communicates and maintains a regular detailed practice schedule.
4. Maintains equipment/uniform inventory annually.
5. Annually recommends equipment purchase to Athletic Director in accordance with Board Policy
purchasing procedures.
6. Manages fundraisers, athletic activity account deposits and distributions of funds in accordance with
Board Policy.
7. Manages the orderly distribution and collection of uniforms and sport specific inventory.
8. Assures that all student athletes are incompliance with District #205 requirements including athletic
physicals, student code of conduct, athletic fees paid, academic eligibility and all other standards
included in the district athletic handbook.
9. Models/mentors in instilling values of sportsmanship, citizenship and teamwork.
10. Monitors proper supervision of student athletes at practices, competitions, locker rooms, and when
competing away.
11. Leads in selecting assistant and volunteer coaches.
12. Leads in evaluating assistant coaches.
13. Completes the evaluation of the IHSA officials in a timely manner.
14. Conducts a mandatory pre-season parent meeting.
15. Maintains individual and team statistics and records.
16. Plans and implements a seasonal awards recognition program through the building athletic office.
17. Engages in personal / sport specific professional development education.
18. Implements programmatic instruction of sequential fundamentals to their feeder programs and works
closely with the strength and conditioning coach.
19. Other duties as assigned by the Building Athletic Director.
Terms of Employment:
Renewal annually by Board of Education
Evaluation:
Performance of this job will be evaluated by Building Athletic Director in accordance
with Board Policy.
15
Athletic Affiliation
High Schools
Rockford Auburn High School
Rockford East High School
Rockford Guilford High School
Rockford Jefferson High School
All Rockford District 205 High Schools are members of the ILLINOIS HIGH SCHOOL ASSOCIATION (ihsa.org) and the
NORTHERN ILLINOIS HIGH SCHOOL CONFERENCE (NIC-10).
Other conference members include:
Belvidere High School
Belvidere North High School
Freeport High School
Machesney Park Harlem High School
Rockford Boylan High School
Rockton Hononegah High School
As member schools of these organizations, it is each school’s responsibility to conduct its athletic programs within its
established rules and guidelines.
Middle Schools
Traditional Middle Schools
Eisenhower Middle School
Flinn Middle School
Kennedy Middle School
Lincoln Middle School
Rockford Environmental Science Academy (RESA)
West Middle School
Alternative Schools
Barbour Language Academy
Thurgood Marshall
All Rockford District 205 middle schools are members of the ILLINOIS ELEMENTARY SCHOOL ASSOCIATION (IESA)
for seventh- and eighth-grade boys and girls cross country, golf and track and field, chess and boys basketball. For more
Information, visit http://www.iesa.org/.
As middle schools and elementary schools continue to establish athletic programs, and as realignments of school assignments by grade
level occur, students in grades six, seven and eight will continue to be provided with athletic programs as are appropriate for the
school/facility. Any affiliation with conference alignments will dictate adherence to guidelines as set forth by those affiliates.
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District 205 Athletics
High School Athletic Programs Provided
FALL
Sport
Levels
Football
Girls Volleyball
Boys Soccer
Boys Golf
Girls Golf
Girls Swimming & Diving
Girls Tennis
Girls Cross Country
Boys Cross Country
Sideline Cheer
Performance Dance
Frosh/Sophomore/Varsity
Frosh/JV/Varsity
Frosh/JV/Varsity
Frosh/JV/Varsity
Frosh/JV/Varsity
Frosh/JV/Varsity
Frosh/JV/Varsity
Frosh/JV/Varsity
Frosh/JV/Varsity
JV/Varsity
JV/Varsity
WINTER
Sport
Levels
Boys Basketball
Girls Basketball
Wrestling
Boys Swimming & Diving
Boys Bowling
Girls Bowling
Competitive Cheer
Competitive Dance
Robotics
E-Sports
Frosh/Sophomore/Varsity
Frosh/Sophomore/Varsity
Frosh/JV/Varsity
Frosh/JV/Varsity
JV/Varsity
JV/Varsity
JV/Varsity
JV/Varsity
Varsity
Varsity
SPRING
Sport
Levels
Baseball
Softball
Girls Soccer
Boys Track & Field
Girls Track & Field
Boys Tennis
Boys Volleyball
Robotics
E-Sports
Frosh/JV/Varsity
Frosh/JV/Varsity
Frosh/JV/Varsity
Frosh/JV/Varsity
Frosh/JV/Varsity
Frosh/JV/Varsity
JV/Varsity
Varsity
Varsity
17
District 205 Athletics
Middle School Athletic Programs Provided
FALL
Sport
Schools
Football (JV/V)
Coed Soccer (JV/V)
Coed Cross Country (V)
Cheer and Spirit Squads (JV/V)
Girls Basketball (6-7-8)
Marshall/West, Kennedy, Flinn, Lincoln, Eisenhower, RESA
Marshall, West, Kennedy, Flinn, Lincoln, Eisenhower, RESA, Barbour
Marshall, West, Kennedy, Flinn, Lincoln, Eisenhower, RESA
Marshall, West, Kennedy, Flinn, Lincoln, Eisenhower, RESA
Marshall, West, Kennedy, Flinn, Lincoln, Eisenhower, RESA
WINTER
Sport
Schools
Boys Basketball (6-7-8)
Wrestling (JV/V)
Coed Swimming (V)
Cheer and Spirit Squads (JV/V)
Coed Chess (V)
Marshall, West, Kennedy, Flinn, Lincoln, Eisenhower, RESA
Marshall/West, Kennedy, Flinn, Lincoln, Eisenhower, RESA
Marshall/West, Kennedy, Flinn, Lincoln, Eisenhower, RESA
Marshall, West, Kennedy, Flinn, Lincoln, Eisenhower, RESA
Marshall, West, Kennedy, Flinn, Lincoln, Eisenhower, RESA, Barbour
SPRING
Sport
Schools
Boys Volleyball (6-7-8)
Girls Volleyball (6-7-8)
Coed Track & Field (V)
Coed Bowling (V)
Coed Tennis (V)
Coed Golf (V)
Baseball (V)
Softball (V)
Marshall, West, Kennedy, Flinn, Lincoln, Eisenhower, RESA, Barbour
Marshall, West, Kennedy, Flinn, Lincoln, Eisenhower, RESA, Barbour
Marshall, West, Kennedy, Flinn, Lincoln, Eisenhower, RESA, Barbour
Marshall, West, Kennedy, Flinn, Lincoln, Eisenhower, RESA, Barbour
Marshall, West, Flinn, Lincoln, Eisenhower, RESA
Marshall, West, Kennedy, Flinn, Lincoln, Eisenhower, RESA
Marshall, West, Kennedy, Flinn, Lincoln, Eisenhower, RESA, Barbour
Marshall, West, Kennedy, Flinn, Lincoln, Eisenhower, RESA, Barbour
2015-2016 Middle School Athletic Calendar:
http://www3.rps205.com/departments/PublishingImages/Pages/Athletics/Middle%20School%20Athletic%20Calendar%202015-16.pdf
District 205 Athletics
Elementary School Athletic Programs Provided
Available for every school if there are enough participants to field a team.
FALL
Sport
Partnership/League
Coed Soccer (4-5)
Coed Bowling (4-5)
Rockford Raptors rockfordraptors.org
Don Carter Lanes doncarterlanes.com
WINTER
Sport
Partnership/League
Boys Basketball (4-5)
Girls Basketball (4-5)
Coed Ice Skating (4-5)
Coed Swimming (4-5)
REBA
REBA
Rockford Park District rockfordparkdistrict.org
Rockford Marlins rockfordmarlins.com
18
Co-curricular Eligibility
Co-curricular activities include all athletic and non-athletic activities sponsored by the Board of Education in the middle
schools and high schools. Student participation in these activities is encouraged provided students first meet certain
academic requirements.
Eligibility:
In order to participate in co-curricular activities, students must meet the following requirements:
1. All students in grades seven (7) through twelve (12) participating in co-curricular activities must have received a
passing grade in a minimum of five (5) full credit courses the previous semester.* This does include summer
school, night school, vocational classes, Rock Valley classes, and other accredited courses if available. Meaning
these additional courses may be used to meet the eligibility requirements. Continued participation will require a
student to be passing (5) full credit courses on a weekly basis, with no unexcused classroom absences. Continued
participation will require a student carrying one (1) failing grade to attend mandatory tutoring on a weekly basis.
2. All students in grade six (6) must be passing five (5) full credit courses, with no unexcused absences on a weekly
basis, in order to maintain eligibility. Continued participation will require a student carrying one (1) failing grade
to attend mandatory tutoring on a weekly basis.
3. All students in grade nine (9) are automatically deemed eligible to participate in co-curricular activities the first
semester of their 9th grade year. However, once the weekly eligibility program begins, the 9th grade student must
pass a minimum of five (5) full credit courses on a weekly basis, with no unexcused classroom absences.
Continued participation will require a student carrying one (1) failing grade to attend mandatory tutoring on a
weekly basis.
4. For students receiving services under the IDEA or Section 504 of the Rehabilitation Act of 1973, their IEP or 504
plans will be reviewed for proper implementation prior to determining ineligibility.
Ineligibility Period:
In accordance with I.H.S.A. policy, the ineligibility period for failing to pass five (5) weekly classes will begin the
following calendar week, Sunday – Saturday. For example, the grade report shows a student is not passing five (5) courses
on Thursday, this student is ineligible to compete the following Sunday-Saturday. The student may continue to compete
for the remainder of the week they become ineligible. While ineligible, students may continue to practice with their team
but may not dress for any co-curricular activity, scrimmage, exhibition match, etc.
Mandatory Lunch Tutorial for Ineligible Students:
Ineligible students in grades nine (9) through twelve (12) must attend four (4) tutoring sessions during the week of
ineligibility. If a student fails to attend four (4) tutoring sessions during the week of ineligibility, that student remains
ineligible the following week even if the student may be passing five (5) classes.
Ineligible students in grades six (6) through eight (8) must attend three (3) tutoring sessions during the week of
ineligibility. If a student fails to attend three (3) tutoring sessions during the week of ineligibility, that student remains
ineligible the following week even if the student may be passing five (5) classes.
Mandatory Lunch Tutorial for Eligible Students with one (1) F:
Students in grades nine (9) through twelve (12) who are passing five (5) classes and carrying a failing grade in a sixth (6 th)
class must attend four (4) tutoring sessions during the following week. If a student carrying one (1) F fails to attend four
(4) tutoring sessions during the required week of tutoring, that student becomes ineligible the following week even if the
student may be passing five (5) classes.
Students in grades six (6) through eight (8) who are passing five (5) classes and carrying a failing grade in a sixth (6th)
class must attend three (3) tutoring sessions during the following week. If a student carrying one (1) F fails to attend three
(3) tutoring sessions during the required week of tutoring, that student becomes ineligible the following week even if the
student may be passing five (5) classes.
19
Practice:
Ineligible students may continue to practice with their team throughout the week they are ineligible.
Eligible students carrying one (1) F may continue to practice with their team throughout the week they are in tutoring.
LEGAL REF.: 105ILCS 5/10-20.30
CROSS REF.: 4.170, 6.190, 7.30
Adopted:
Revised:
August 28, 2001
May 14, 2002
June 27, 2006
July 19, 2011
*A full credit course is defined as a course for which a student receives 1.0 credits.
Required Forms for Athletic Participation
Prior to a student’s participation in organized practice or competition, the following forms must be on file with all required signatures.
Additional forms may be required by the individual schools.
1.
2.
3.
4.
5.
6.
7.
8.
Parental Permission Form
Student Code of Conduct Form
Current Sports Physical
Student Emergency Information Form
IHSA Concussion Form
IHSA Sportsmanship Form
Athletic Waiver of School Sports Fees (if applying for waiver)
IHSA Concurrence Transfer Form (if transferring)
Participation fees, as required, must be paid in full prior to the first competition of a sport season. (An installment payment plan is
available for emergency situations, and should be used at the discretion of the building athletic director).
20
Illinois High School Association
ELIGIBILITY RULINGS FOR TRANSFERRING STUDENTS
(as stated in the IHSA Handbook)
http://ihsa.org/AbouttheIHSA/ConstitutionBylawsPolicies.aspx
3.040 TRANSFER
The eligibility of a student who transfers attendance from one high school to another high school is subject to the following
Sections 3.041-3.047 and their sub-sections. Such student must additionally be in compliance with the applicable residency provisions
of By-laws 3.031-3.034 and their respective sub-sections after the transfer. Except as provided in Section 6.010 of these
by-laws, a student who does not comply with the applicable provisions of Sections 3.041-3.047 of these by-laws and their sub-sections
shall be ineligible for a period not to exceed 365 days.
3.041 In all transfer cases, both the principal of the school from which the student transfers and the school to which the student
transfers must approve of the transfer and execute a form provided by the IHSA Office. This form is to be initiated and
signed by the principal of the school to which the student transfers and provided to the principal of the school from which
the student transfers for signature by that principal. The concurrence of the principals accepting a transfer shall not be
determinative of eligibility or binding on the Executive Director and/or the Board of Directors who shall have the discretion
to investigate the accuracy of such conclusion and to override the acceptance of a transfer if evidence of violation
or avoidance of non compliance with any by-law, or recruiting in connection with the transfer is found. A student is not
eligible to participate in an interscholastic contest until the transfer form, fully executed by both principals, is on file in
the offices of the school to which the student transfers.
3.042 Once classes begin in a school for the current school year, if a student changes attendance from that high school to another
high school, the student shall be ineligible for the remainder of the school year in any sport in which he/she participated
or was participating in a practice or interscholastic contest in the current school year at the school from which the
transfer occurs; or
Once classes begin in a school for the current school year, if a student changes attendance from that high school to another
high school, the student shall be ineligible for a period of thirty days, commencing on the first day of attendance at the
new high school, in any sport in which he/she was not participating or had not participated during the current school year
at the school from which the student transferred.
3.043 In addition, a student who transfers attendance from one high school to another high school pursuant to these by-laws,
shall be ineligible unless:
3.043.1 The student transfers attendance in conjunction with a change in residence by both the student and his or her
parents, custodial parent, surviving parent (in the case of a student with one deceased parent), or guardian
from one public high school district to a different public high school district; or
3.043.2 The student transfers attendance from one public high school in a school district which supports two (2) or
more public high schools to another public high school in that school district, and the transfer is in conjunction
with a change in residence by both the student and his or her parents, custodial parent, surviving parent,
or guardian to a residence within the boundaries established by the governing board of the school district for
the high school to which the student transfers; or
3.043.3 The student changes attendance from a private school or a public school with no boundaries to a public high
school located in the school district in which the student resides full time with his or her parents, custodial
parent, surviving parent, or guardian; the student is enrolling for the first time in a public member high school
with boundaries; and the principals of both of the high schools involved accept the transfer, concurring that
there is no evidence of a) any violation or avoidance of, or noncompliance with, any by-law, b) any recruiting
in connection with the transfer; or
3.043.4 The student transfers attendance from one private school to a different private school which is located within
a 30 mile radius of his or her residence; the student resides full time with his or her parents, custodial parent,
surviving parent, or guardian; the student is changing high school attendance for the first time; and the principals
of both private high schools involved accept the transfer, concurring that there is no evidence of a) any
violation of, or noncompliance with, any by-law, or b) any recruiting in connection with the transfer; or
3.043.5 The student, who is a child of divorced or legally separated parents, transfers attendance from one high school
to another in conjunction with a change in legal custody between the parents by action of a judge of a court
of proper jurisdiction, and a change in the student’s residence from the former custodial parent to the parent
to whom custody has been awarded by the court, provided that a copy of the petition and the court order so
changing custody is on file with the principal of the high school to which the student transfers.
3.044 The student, who (a) is an orphan; (b) is a child of divorced, legally separated, or unmarried parents with respect to whom
there has not been a change in custody ordered by a court of proper jurisdiction; or (c) is a ward of the state who transfers
attendance from one high school to another high school, shall be subject to the eligibility provisions of Sections
3.043.1-3.043.4 as if the student resided with his/her parent(s), provided that following the transfer, the student continues
to reside with the same family, foster family, group home or other unit or entity after the transfer as prior to and at
the time of the transfer.
3.045 In the case of a student who transfers attendance from one high school to another in conjunction with the adoption of the
student after the student has entered high school for the first time, or a change in guardianship of the student by order of
a court of proper jurisdiction, the student shall be ineligible pending a ruling by the Executive Director. In such cases,
the Executive Director may grant eligibility only if it is determined, after investigation, that the circumstances giving rise
21
to the change of guardianship or adoption and the transfer were completely beyond the control of all of the following:
(1) the student
(2) the student’s parent(s)/guardian(s)
(3) the schools to and from which the student transferred.
Any action, inaction, or voluntary or self-initiated decision of the student, parent/guardian or the school to or from which
the student transfers, or any one or more of them, which results in, affects, causes or pertains to the transfer shall not be
considered to be “circumstances completely beyond the control.” The student may practice, but shall not participate in
an interscholastic athletic contest until a ruling on the student’s eligibility has been made by the Executive Director.
3.046 In all other circumstances involving a transfer, the student shall be ineligible pending a ruling by the Executive Director.
In such cases, the Executive Director may grant eligibility if it is determined after investigation that the circumstances
giving rise to the transfer were completely beyond the control of all of the following:
(1) the student
(2) the student’s parent(s)/guardian(s)
(3) the schools to and from which the student transferred.
Any action, inaction, or decision of the student, parent/guardian or the school to or from which the student transfers, or
any one or more of them, which results in, affects, causes or pertains to the transfer shall not be considered to be “circumstances
completely beyond the control.” The student may practice, but shall not participate in an interscholastic athletic
contest until a ruling on the student’s eligibility has been made by the Executive Director.
3.047 The member school to which a student transfers shall enforce any period of ineligibility imposed or that would have been
imposed upon the student by the school from which the student is transferring, even if the student is otherwise eligible
under these by-laws. The period of ineligibility at the school to which the student transfers shall be the remaining duration
of the period of ineligibility imposed or that would have been imposed had the student not transferred, but not longer
than 365 days after the date of the transfer, whichever is less.
Within District 205 Transfer Procedure





A parent/guardian wishing to request a transfer for his/her son/daughter from one District 205 school to another District
205 school must complete all necessary district and IHSA forms.
In the event the sending principal does not concur with the requested transfer, a District 205 Administrator can further
evaluate and may grant the transfer.
If the transfer involves a request for co-curricular participation, and the sending principal did not approve the transfer,
the District Administrator approving the transfer must, prior to granting co-curricular participation, contact the sending
principal to discuss the details of the reason for the request for transfer.
Following said discussion, if the District Administrator granting the transfer deems the transfer was necessitated for the
safety of the student or another reason, all paper work for a ruling by the IHSA would need to be submitted. Most often
the IHSA requires a court order for the protection of a student before they will rule a student eligible for co-curricular
participation at the receiving school. There are other times when the IHSA may rule a participation at the receiving
school. There are other times when the IHSA may rule a transfer student eligible, but those instances are rare. The
receiving school would be responsible for initiating such communication to the IHSA office.
Until an IHSA Principals’ Transfer Concurrence Form was on file and a written ruling had been received from the
IHSA, a student would remain ineligible for co-curricular participation. The student may practice, but may not be in a
team uniform or participate in a contest.
Download the 2014-2015 IHSA Transfer Eligibility Form here:
http://www.ihsa.org/documents/forms/2014-15/2014-15_Transfer_Eligibility.pdf
Beyond the Concurrence Form, the district athletic director may overrule athletic transfers. It’s important for all
coaches and athletic directors to be well-educated with transfer rules. All questions regarding transfers should
be directed to the district athletic director.
22
Student Emergency Information Form
Rockford Public Schools – Rockford, IL
Must have required signatures to be valid. Authorization for immediate medical attention must be marked YES or a student
may NOT participate.
Student’s name: __________________________
__________________________________
(last)
(first)
School________________________________________________
(initial)
Grade_____________________
Home Address_____________________________________________ Phone_____________________
Name of Father____________________________________________
Business Phone______________
Name of Mother___________________________________________
Business Phone______________
Name of responsible adult who will assume responsibility for the child if parents cannot be reached:
Name_____________________________________________
Address___________________________________________
Phone______________________
Physician of Choice (1)____________________________________________________________________
(2)____________________________________________________________________
Dentist of Choice_________________________________________________________________________
Hospital of Choice________________________________________________________________________
Special health conditions of child, if any: ______________________________________________________
________________________________________________________________________________________
If you and the physician of choice as indicated above cannot be reached in an emergency and, if in the judgment of the school
authorities immediate medical and/or hospital attention is indicated, do you authorize school authorities to send your child
(properly accompanied) to an available hospital or physician? YES_________ NO__________
To Parent: Please indicate in the space below any accident insurance you presently hold which covers the individual named
above, such as Blue Cross, Blue Shield, group plans sponsored by your employer, or individual policies with an insurance
company.
______Blue Cross_________________________
______Blue Shield_________________________
(policy number)
______Group Plan__________________________________
(name of employer)
______Other______________________________________
(policy number)
_____________________________
(policy number)
_____________________________
(policy number)
The Rockford Board of Education does not carry insurance to provide for student injuries while participating in athletics. This
card must be filed in the school office before the pupil named above can participate in any athletic contest.
Date___________________
Signature of Parent/Guardian____________________________________________
23
Sportsmanship Agreement Form
All coaches, athletes and parents/guardians involved in Rockford Public School athletics and activities are expected
to adhere to the Sportsmanship Guidelines provided by the Illinois High School Association and its “Do What’s
Right” campaign. This includes representing the district, school and team in a positive manner and creating a
positive experience for all involved.
The following is behavior expected of all coaches, athletes and parents/guardians.

Represents their school and community well with positive interaction with opposing fans and players.

Uses positive yells, chants, songs or gestures.

Display modesty in victory and graciousness in Defeat

Respect and acknowledge the integrity/judgment of officials.

Exhibit positive behavior with opponents and fans before, during and after the contest.
More information on sportsmanship may be found at http://ihsa.org/Resources/Sportsmanship.aspx
Athlete Agreement
As a player, I understand that I must follow the above sportsmanship rules to stay in good standing with my team.
Athlete’s Signature:_____________________________________
Date:__________________________
School:_______________________________________________
Sport:__________________________
Parent/Guardian Agreement
As a parent/guardian of above athlete, I agree to abide by the above sportsmanship rules, recognizing it is important
to follow these conduct standards for the benefit of all involved.
Parent/Guardian Signature:________________________________________________
Date:_______________________________
24
Parental Permission Form/Agreement
School:_________________________________________ Activity:____________________________________
Student Name:_______________________________________________
As the parent/guardian of a District 205 student choosing to participate in co-curricular activities, I agree to
encourage and support my son/daughter and his/her school/activity by:









Attending parent meetings as requested by the school/coach
Lending support to the school’s/activity’s Booster Club
Ensuring that my son/daughter follows all State/District/School Code of Conduct and Discipline Codes at all
times
Interacting with classroom teachers, counselors, and school administration on a regular basis to monitor the
academic success/progress of my son/daughter
Demonstrating good sportsmanship at all times:
A. Toward coaches
B. Toward contest officials
C. Toward visiting and home team players
D. Toward school personnel
Submitting all fees and forms as required for participation
Following the established method to address program/individual concerns by making the initial contact for a
scheduled consultation at the lowest level:
A. Assistant Coach
B. Head Coach
C. Site Athletic Director
D. Building Principal
E. District Athletic Director
F. Superintendent
Attending contests in which my son/daughter will be involved as often as possible
Ensuring my son/daughter has the necessary transportation to/from practices and contests
As a parent/guardian, I understand that my direct involvement and support is necessary in order for this to be a
valuable experience for my son/daughter. My signature below indicates that I agree to the above terms of this
agreement.
Parent/Guardian Name___________________________________________
(please print)
Address:______________________________________
Home Phone:______________________________
_____________________________________________
Work Phone:_______________________________
______________________________________________
(signature)
__________________________________________
(date)
25
Code of Conduct/Sportsmanship
For Participants, Parents/Guardians,
Spectators
All regulations to interface with Board Policies 7.240, 8.30, 8.40, their subsequent Regulations and Exhibits, and the District
Discipline Code
(Board Policies may be viewed in their entirety on the District website: www.rps205.com)
 Code of Conduct to be distributed to students participating in extracurricular activities on an annual basis.
 Student and Parent/Guardian Signature form(s) to be retained on file at the school.
This Code of Conduct applies to all school-sponsored activities that are neither part of an academic class nor otherwise carry credit or
a grade. Sponsors shall create a roster of students who are members or participants in an extracurricular activity and maintain
attendance records.
The goal of the extracurricular program is to provide opportunities for students to pursue interests and develop life skills beyond the
classroom. An additional goal of the athletic program is to develop the physical skills of student athletes , which will allow them to
compete to the best of their ability within the School Board policies and the by-laws of any association of which the school is a
member.
Members must conduct themselves at all times, including after school and on days school is not in session, as good citizens and
exemplars of their school - they must behave in ways that are consistent with good sportsmanship, leadership, and appropriate moral
conduct. They are expected to demonstrate good citizenship and exemplary conduct in the classroom, in the community, and during all
facets of the activity.
The Code of Conduct below describes the expectations and goals of the extracurricular and athletic programs. This Code does not
contain a complete list of inappropriate behaviors for students in extracurricular activities and athletics. This Code of Conduct will be
enforced 365 days a year, 24 hours a day. A student may be excluded from activities or competition while the school is conducting
(continued on page 14) an investigation regarding that student's conduct.
Students and their parents/guardians are encouraged to seek assistance from the student assistance program regarding alcohol or other
drug problems. Family-referrals or self-referrals will be taken into consideration in determining consequences for Code of Conduct
violations.
II. REGULATION:
Code of Conduct
A student participating in an activity or athletic program will be subject to disciplinary action if he or she violates this Code of
Conduct for Extracurricular Activities. Violations will be treated cumulatively, with disciplinary penalties increasing with subsequent
violations.
The student shall not:
1. Violate the District' s policies or procedures on student discipline as outlined in the 2013/14 student code of conduct.
2. Use a beverage containing alcohol (except for religious purposes)
3. Use tobacco in any form
4. Use, possess, buy , sell, barter, or distribute any illegal substance or paraphernalia
5. Use, possess, buy, sell, barter, or distribute any object that is or could be considered a weapon or any item that is a "look alike"
weapon. This prohibition does not prohibit legal use of weapons in cooking courses, such as knives, and in sports, such as archery,
martial arts, target shooting, hunting, and skeet
6. Attend a party or other gathering and/or ride in a vehicle where alcoholic beverages and/or controlled substances are being
consumed by minors
7. Act in an unsportsmanlike manner
8. Vandalize or steal
9. Haze/Bully (Cyber bully) other students
10. Violate the written rules for the activity or sport
11. Behave in a manner that is detrimental to the good of the group or school
12. Be insubordinate or disrespectful toward the activity's sponsors or team' s coaching staff
13. Falsify any information contained on any permit or
permission form required by the activity or sport.
14. Behave in a manner that involves, but is not limited to, slapping, pushing, fighting or trash talking. This includes trash talking on
social media/online sites.
26
Due Process Procedures
Students who are accused of violating the Code of Conduct for Extracurricular Activities are entitled to the following due process:
1. The student should be advised of the disciplinary infraction with which he or she is being charged.
2. The student shall be entitled to a hearing before an appropriate administrator.
3. The student will be able to respond to any charges leveled against him or her.
4. The student may provide any additional information he or she wishes for the administrator to consider.
5. The administrator, with the help of other staff members if needed, may interview material witnesses or others with evidence
concerning the case.
6. If the administrator finds, after reviewing the evidence, that the violation occurred, he or she will impose sanctions on the student,
as follows:
a. Sanctions for violations other than drug and alcohol will be based on the nature of the offense and the number of offenses, and may
include suspension from all
activities or sports:
• A specified period of time or percentage of events,
competitions, or practices
• The remainder of the season or for the next season
• The remainder of the student's high school career
b. Sanctions for alcohol and other drug violations will be based on the following:
First violation:
• Use, possession, buying, selling, bartering, or distributing: A suspension of one third of the total number of
performances, activities, or competitions or the remainder of the season, whichever is shorter. This penalty will be
reduced if the student successfully completes a school-approved chemical awareness program with any expense(s) for such program to
be incurred by the family.
• Attendance at a party or riding in a vehicle where
alcoholic beverages and/or controlled substances are being consumed: A suspension of one sixth of the total number of performances,
activities or competitions, or the remainder of
the season, whichever is shorter. If the current season ends before the full suspension has been served, the remaining portion of the suspension will be
applied the next season the student is involved in an extracurricular activity.
• The student will be required to practice with the group, regardless of the violation (unless suspended or expelled from school).
Second violation:
• Use, possession, buying, selling, bartering, or distributing: A suspension of 12 weeks or 1 season, including suspension from all performances,
activities, or competitions during this period. To participate again in any activities, the student must successfully participate in and complete a schoolapproved alcohol and other drug abuse assessment and
follow all recommendations from that assessment with any expense(s) for such program to be incurred by the family.
• Attendance at a party or riding in a vehicle where alcoholic beverages and/or controlled substances are being consumed: A suspension of one third
of the season and all extracurricular group performances, activities, or competitions during this period. If the current season ends before the full
suspension has been served, the remaining portion of the suspension will be applied the next season the student is involved in an extracurricular
activity.
• The student may be required to practice with the group (unless suspended or expelled from school).
Third violation:
• Use, possession, buying, selling, bartering, or distributing: A suspension from extracurricular activities for the
remainder of the student' s high school career.
• Attendance at a party or riding in a vehicle where alcoholic beverages and/or controlled substances are being consumed: A suspension of one
calendar year from the date of the
suspension, including all extracurricular activities during
this period.
7. The administrator will make a written report of his or her decision and rationale. The student may appeal the decision to the Building Principal.
All students remain subject to the School Board' s student discipline policy and/or the school's student handbook and the disciplinary measures listed
in them.
Additional Information:
 If a student self reports his/her 1
st
offense involvement of a rule infraction prior to the infraction being known by a school administrator, after
review by the building administration, the consequences may be waived for a 1 st offense. This option may be used only one time during a student’s
attendance in middle school and only once during a student’s attendance in high school.
 If a student is reported by the police/sheriff department as having been involved in any infraction of any of the above listed rules (or any other
criminal activity), the building principal will conduct a follow up investigation and the appropriate consequences will result.
27
Rockford Public Schools
Student Code of Conduct
In order for a student to be eligible for participation on a district-sponsored athletic team, the student and
parent/guardian must have signed the Rockford Public Schools Student Code of Conduct. This signed form will be
retained on file for the duration of the student’s enrollment at the school. Forms are handed out to students during
school registration at the start of each school year. For more information on the Code of Conduct and penalties
related to violation of the Code of Conduct, refer to the Rockford Public Schools website.
http://www3.rps205.com/District/Documents/RPS_StudentCodeOfConduct2015-16_FINAL.pdf
28
Procedures For Handling Participation Fees




District 205 students that participate in co-curricular activities that involved contests/competition with other schools
must pay a participation fee (amount as established on an annual basis). Participation fees must be paid prior to the first
contest of the season. (Installment payment plan is available).
Current procedures state that high school participation fees are to be remitted to the Central Office to assist in offsetting the costs to the District for maintaining such programs. One hundred percent of each high school participation
fee is to be remitted to the Central Office, with the exception of competitive cheer and dance participants. Those fees
will be remitted at 60 percent. Forty percent will remain in their respective revolving accounts to be applied to uniform
purchases, because these sports are not built into the athletic budget. Both bowling and golf participants are required to
pay fees direct to bowling alleys and golf courses. The district form is to be used to record number of participants and
sport specific amounts being remitted. Form should be submitted at the end of each sport season and should accompany
the check from the school to the Central Office Finance Department.
Middle schools will collect and retain 100 percent of said fees to offset the costs at the individual buildings, because
there is not a building budget provided by the district for maintaining such programs.
For dual-season participation:
A. Students that participate in two sports during the fall sports season will pay only one participation fee for
fall sports.
B. Students that participate in two sports during the winter sports season will pay only one participation fee
for winter sports.
C. Students that participate in two sports during spring sports season will pay only one participation fee for
spring sports.
D. Cheer and dance squads that have participation in both the fall and winter sports seasons will pay only the
fall sports participation fee.
Refund of participation fees (full or partial):





A student that has paid a participation fee for a season, has participated in one or more contests during that season, and
then makes the decision to cease participation, or is dismissed from the team/activity, is not entitled to a refund (full or
partial) of the participation fee.
A student that has paid a participation fee for a season, attended practices, but not participated in any contests, and then
decides to quit, is entitled to a full refund of the participation fee. (Proof of payment is required.)
A student that has paid the participation fee for a season, and then becomes injured and has to cease participation, is
entitled to a full refund if he/she has not participated in any games. (Proof of payment is required.)
A student that has paid the participation fee for a season, and then becomes injured and has to cease participation, but
has participated in contests, is entitled to a partial refund of the fee. The amount of the refund should be pro-rated
according to the number of contests in which the individual participated prior to the injury occurring and the remaining
number of contests. (Proof of payment is required.)
A student that joins a team late, even due to academic eligibility, is required to pay the full participation fee.
29
2015-2016 Fee Waiver Application
You DO NOT need to complete a form if you are
currently directly certified for free meals from the state.
Rockford Public Schools collects fees as a prerequisite for a student’s participation in any academic or athletic
program or club offered by the district. Fees covered by this waiver are: (1) eligible student fees, (2) athletic
fee, (3) co-curricular fee.
1. Your income qualifies. Rockford Public Schools will waive school fees if a parent or guardian meets the
current school year income requirements.
The following information must be included on the application:
 A copy of the 2014 IRS Federal 1040, 1040A or 1040EZ (if household members file separate tax
returns, both returns must be submitted).
 Names of all household members, including the student(s) and the school(s) they attend.
 Signature and social security number of adult household member.
2. You have special circumstances. The Finance Department may grant a fee waiver when one or more of the
following factors result in the loss or reduction of family income: (a) illness in the family; (b) unusual expenses
caused by fire, flood, storm, etc.; (c) seasonal employment; or (d) emergency situation.
Only one application is needed per household, provided all current students are listed on the application.
A new Waiver of School Fees Application must be submitted within 30 days of registration or a
substantial change in income.
For ATHLETICS: Please complete the information and return the application and supporting documents to the
following address no later than 10 days after the official start date of each sport. If the information is not
submitted by this time and the participation fee is not paid, your student athlete may not participate.
Forms are available online at www.rps205.com or at school registration.
RETURN FORM TO:
[email protected]
or
Rockford Public School District #205
Attn: Finance Department / Accounts Receivable
501 7th St
Rockford, IL 61104
WAIVER OF SCHOOL FEES APPLICATION FOR 2015-2016
(Incomplete applications will not be processed)
30
A. All Household Members
Name of all household members
School Name
(for students ONLY)
Student
Identification #
Fees Requested to be Waived
1.
2.
3.
4.
5.
6.
7.
B. Homeless, Migrant, Runaway or Head Start
_____Homeless _____Migrant _____Runaway
_____Head Start
C. PROOF OF INCOME MUST BE PROVIDED FOR ALL ADULT HOUSEHOLD MEMBERS. The following information
is for all adult household members is required in order to process the request to waive school fees. If income information
is not included the request will not be considered.
Attach a copy of your 2014 IRS Form 1040 or Form 1040A or Form 1040EZ. If household members file separate tax returns,
both returns must be submitted.
Certification:
I certify that all information contained on this application is true and correct and all household income has been reported. I understand that school officials
may verify all of the information contained on this application and all information submitted with this application. I have reviewed the district’s policy
regarding Waiver of Student Fees and am aware that supplying false information to obtain a fee waiver is a class 4 felony pursuant to 720 IL CS 5/17-6.
The complete social security number of the adult household member who signed the application is required – or an indication that the household member
does not have one.
___________________________________________
Signed Name of Parent or Guardian
Date
_____________________________________________
Printed name of Parent or Guardian
___________________________________________________
Social Security Number of Parent or Guardian (or indicate if parent or guardian does not have one)
___________________________________________
_____________________________________________
Street Address
Home Phone Number
___________________________________________
_____________________________________________
City, State, Zip
Work or Cell Phone Number
RETURN FORM TO:
[email protected]
or
Rockford Public School District #205
Attn: Finance Department / Accounts Receivable
501 7th St
Rockford, IL 61104
_______________________________________________________________________________________________________________
_
ONLY FOR CENTRAL OFFICE USE:
Date Received:_______________ (___2014 Form 1040 attached)
Received By:
_____regular mail
_____inter-school mail
_____parent
______email
INITIAL DETERMINATION:
ANNUAL INCOME $____________ #of household members __________
__________Qualified
__________Not Qualified
__________Athletics
Signature of Determining Official:_________________________________________ Date:________________________
31
2015-2016 Solicitud de exención de cuotas
Usted NO TIENE que llenar un formulario si actualmente está
directamente certificado por comidas gratuitas del estado.
Las Escuelas Públicas de Rockford recolectan cuotas como prerrequisito a la participación del estudiante en
cualquier programa o club académico o deportivo ofrecido por el distrito. Las cuotas cubiertas por esta exención
son: (1) cuotas estudiantiles elegibles; (2) cuota deportiva; (3) cuota cocurricular.
1. Su ingreso es elegible. Las Escuelas Públicas de Rockford le eximirán de las cuotas escolares al padre,
madre o tutor que reúna los requisitos de ingreso para el año escolar actual.
Se debe incluir la siguiente información en la solicitud:
 Una copia de los formularios federales de 2014: IRS 1040, 1040A o 1040EZ (si los miembros de la
familia presentan individualmente sus declaraciones de ingresos, se debe entregar las dos).
 Los nombres de todos los miembros de la familia, incluyendo el estudiante(s) y la escuela(s) a la
cual asiste(n).
 La firma y número de seguro social completo del miembro adulto de la familia que vive en el hogar.
2. Tiene circunstancias especiales. El Departamento de Finanzas puede otorgar una exención cuando uno o
más de los siguientes factores resultaron en la pérdida o reducción del ingreso familiar: (a) enfermedad en la
familia; (b) gastos inusuales causados por incendio, inundación, tormenta, etc.; (c) empleo estacional; o (d)
situación de emergencia.
Solamente se necesita una solicitud por familia, si es que todos los estudiantes actuales figuran en la
solicitud. Se debe entregar una nueva Solicitud de Exención de Cuotas Escolares dentro de 30 días de la
inscripción o un cambio significativo del ingreso.
Para los DEPORTES: Por favor llene la información y devuelva la solicitud y los documentos adicionales a la
siguiente dirección a más tardar 10 días después del día de comienzo oficial de cada deporte. Si no entrega la
información antes de esa fecha y no paga la cuota de participación, el estudiante atleta no puede
participar.
Los formularios están disponibles en Internet en www.rps205.com o en la inscripción escolar.
DEVUELVA EL FORMULARIO A:
[email protected]
o
Rockford Public School District #205
Attn: Finance Department / Accounts Receivable
501 7th St
Rockford, IL 61104
32
SOLICITUD DE EXENCIÓN DE CUOTAS ESCOLARES PARA 2015-2016
(No se procesarán solicitudes incompletas.)
D. Todos los miembros de la familia que viven en el hogar
Nombres de todos los miembros de la
Nombre de la escuela
familia
(SÓLO para
estudiantes)
1.
No. de
identificación
estudiantil
Cuotas de las cuales se solicita
exención
2.
3.
4.
5.
6.
7.
E. Sin hogar, migrante, fugitivo o Head Start
_____sin hogar _____migrante _____fugitivo
_____Head Start
F. SE DEBE PROPORCIONAR COMPROMBANTE DE INGRESO PARA TODOS LOS MIEMBROS ADULTOS DE LA
FAMILIA. Se requiere la siguiente información de ingresos para todos los miembros adultos de la familia para procesar la
solicitud de exención de cuotas escolares. Si la información de ingresos no está incluida, no se considerará la solicitud.
Adjunte una copia de su formulario 2014 IRS 1040, 1040A o 1040EZ. Si los miembros de la familia presentan individualmente su
declaración de ingresos, se debe entregar ambas declaraciones.
Certificación:
Yo certifico que toda la información contenida en esta solicitud es verdadera y correcta y que se han reportado todos los ingresos familiares. Yo entiendo
que los administradores escolares pueden verificar toda la información contenida en esta solicitud y toda la información entregada con esta solicitud. Yo
he revisado la política del Distrito con respecto a la Exención de Cuotas Escolares y estoy consciente de que el proporcionar información falsa para
obtener una exención de cuotas es un delito mayor de clase 4, conforme a 720 IL CS 5/17-6.
Se requiere el número de seguro social completo del miembro adulto de la familia que firmó la solicitud o una indicación de que este miembro de la
familia no tiene uno.
___________________________________________
Firma del padre, madre o tutor
Fecha
_____________________________________________
Nombre en letra de molde del padre, madre o tutor
___________________________________________________
Número de seguro social del padre, madre o tutor (o indique si el padre, madre o tutor no tiene uno)
___________________________________________
_____________________________________________
Domicilio
Número de teléfono de casa
___________________________________________
_____________________________________________
Ciudad, estado, código postal
Número de teléfono del trabajo o celular
DEVUELVA EL FORMULARIO A:
[email protected]
o
Rockford Public School District #205
Attn: Finance Department / Accounts Receivable
501 7th St
Rockford, IL 61104
_______________________________________________________________________________________________________________
_
ONLY FOR CENTRAL OFFICE USE:
Date Received:_______________ (___2014 Form 1040 attached)
Received By:
_____regular mail
_____inter-school mail
_____parent
______email
INITIAL DETERMINATION:
ANNUAL INCOME $____________ #of household members __________
__________Qualified
__________Not Qualified
__________Athletics
Signature of Determining Official:_________________________________________ Date:________________________
33
FISCAL YEAR 2015 INCOME ELIGIBILITY GUIDELINES
The United States Department of Agriculture’s income guidelines for the period July 1, 2015 to June 30, 2016
can be found here: http://www.state.nj.us/agriculture/divisions/fn/pdf/form127.pdf
The following is the definition of income:
Income is defined as any monies earned before any deductions such as income taxes, social security taxes, insurance premiums,
charitable contributions, and bonds. It includes the following: (1) monetary compensation for services including wages, salary,
commissions, or fees; (2) net income from non-farm self-employment; (3) net income from farm self-employment; (4) social security;
(5) dividends or interest on savings or bonds or income from estates or trusts; (6) net rental income; (7) public assistance or welfare
payments; (8) unemployment compensation; (9) government civilian employee or military retirement or pensions or veteran
payments; (10) private pensions or annuities; (11) alimony or child support payments; (12) regular contributions from person not
living in the household; (13) net royalties; and (14) other cash income. Other cash income would include cash amounts received or
withdrawn from any source including savings, investments, trust accounts, and other resources which would be available to pay the
price of a child’s meal.
34
District 205 Athletic/Activity Participation Fee
Installment Payment Plan for Middle/High School Sports/Activities
District 205 Procedures require that payment of participation fee is due in full by the date of the
first game/contest. The District does, however, recognize that there may be an emergency
situation for a family. If such an emergency arises, and the family does not qualify for a waiver,
the family may request making installment payments to fulfill the obligation.
Terms/Conditions:
 Application for Installment Payment Plan must be made prior to the date of first
game/contest.
 A parent/guardian must come in to the school to complete and sign the application.
 Once the payment plan has been established, failure to meet a payment date will result in
the termination of continued participation by the student in the sport/activity for which
application was made.
 If a default on payments occurs, and the student’s participation is terminated, there will
be no refund of any portion of the fee already paid.
 A parent/guardian may elect to set up installment payment plans for more than one sport
season at the time of the initial visit, but a separate application must be completed for
each season.
 Reminders of payments due will NOT be sent by the school.
 Scheduled amount of payment(s) will be prorated over the sport/activity season, with the
total amount being paid in full by the date of the final regular season game/contest.
Parent/guardian signature on application indicates the understanding of and full acceptance of
all terms and conditions.
35
District 205 Athletic/Activity Participation Fee
Installment Payment Plan for Middle/High School Sports/Activities
Application for Installment Payment Plan
_____________________________________________
Student name (PRINT)
______________________________
Student Number
Name of sport/activity:_________________________________________________________________
_____Fall sport season
_____Winter sport season
_____Spring sport season
Amount of required fee:___________________
Final payment due date:_________________
Name of parent/guardian(PRINT):_________________________________________________________
Address:________________________________
Phone:_________________________
Payments may be scheduled weekly, bi-weekly or monthly:
Payment Number
1
2
3
4
5
6
7
8
9
10
Payment Amount
Due Date
Date Paid
Date/Default
Parent/guardian signature:______________________________________________________________
Date:______________________________________________
Original application to remain on file at the school. Copy to be given to parent/guardian.
36
Cuota estudiantil de participación en actividades y deportes del Distrito 205
Plan de cuotas para actividades y deportes de las escuelas secundarias y preparatorias
Los procedimientos del Distrito 205 exigen el pago total de la cuota de participación antes de la
fecha del primer partido o competencia. Sin embargo, el Distrito reconoce que existe la
posibilidad de que las familias tengan situaciones de emergencia Si surge semejante
emergencia y la familia no reúne los requisitos de exención, la familia puede solicitar un plan de
cuotas para satisfacer la obligación.
Términos y condiciones
 Se debe entregar la solicitud del plan de cuotas antes de la fecha del primer partido o
competencia.
 Un padre, madre o tutor debe venir a la escuela para llenar y firmar la solicitud.
 Una vez que se establezca el plan de cuotas, el no pagar antes de la fecha límite
conllevará la terminación de la participación del estudiante en el deporte o actividad
especificada en la solicitud.
 Si un estudiante no cumple con el plan de cuotas y pierde el privilegio de participar, no le
será reembolsada ninguna parte de la cuota que haya pagado.
 Un padre, madre o tutor puede optar por crear un plan de cuotas para más de una
temporada de deportes en el momento de su visita inicial; sin embargo, debe llenar una
solicitud distinta para cada temporada.
 La escuela NO enviará avisos de pagos pendientes.
 La cantidad que se debe de pagar se dividirá a lo largo de la temporada de la actividad o
deporte para que el total a pagar sea liquidado antes del último partido o competencia
regular de la temporada.
La firma del padre, madre o tutor en la solicitud indica su entendimiento y aceptación total de
los términos y condiciones.
37
Cuota estudiantil de participación en actividades y deportes del Distrito 205
Plan de cuotas para actividades y deportes de las escuelas secundarias y preparatorias
Solicitud del plan de cuotas
_____________________________________________
Nombre del estudiante (EN LETRA DE MOLDE)
______________________________
Número del estudiante
Nombre del deporte o actividad:
________________________________________________________________
_____Deportes del otoño
_____Deportes del invierno _____Deportes de la primavera
Cantidad de la cuota requerida:___________________
final:_________________
Fecha de vencimiento
Nombre del padre, madre o tutor (EN LETRA DE MOLDE):
_____________________________________________
Dirección:________________________________
Teléfono:_________________________
Se puede programar pagos semanales, quincenales o mensuales:
Número de pago
Cantidad de pago
Fecha de
vencimiento
Fecha de pago
Fecha/Incumplimiento
1
2
3
4
5
6
7
8
9
10
Firma del padre, madre o tutor: ______________________________________________________________
Fecha:______________________________________________
Mantener la solicitud original en los archivos de la escuela. Entregar la copia al padre, madre o tutor.
38
Athletic Business Procedures
Annual Budget – District Athletic Director
The District Athletic Director will prepare the annual budget summary to encompass the following areas involving the high
schools:
1. Site athletic trainers
2. Ambulance service for football
3. Travel expenses for school athletic teams involved in the IHSA series tournaments
4. Football reconditioning for the high schools
5. Any other miscellaneous expenses that would be incurred at the district level
The District Athletic Director will monitor the middle school and elementary school sports accounts to ensure all district
financial procedures for handling deposits and expenditures are followed.
Annual Budget – High School Athletic Director
The High School Athletic Director will prepare the annual athletic budget summary, representative of all sports offered at the
school. Said budget will be submitted to the school’s Financial Technician by the deadline date stated for approval by the
building principal. A copy of the building athletic budget is to be submitted to the District Athletic Director. The following
areas must be included in the budget:
1. Officials
2. Dues and fees
3. Equipment and supplies
The High School Athletic Director may prepare the budget to reflect expenditures as listed above, specific to each sport, or to
the general category as listed above as a composite for all sports. It’s the responsibility of the high school athletic director to
ensure that all coaches understand district purchasing and vendor procedures. Coaches must read and sign the form provided at
the end of this handbook, indicating they understand all coaching policies, expectancies and consequences.
Gate Receipts
High School Athletic Directors will work directly with the schools’ ticket manager and will remit gate receipts to the Central
Office as below:
1. Gate receipts from varsity level sport events (other than tournaments and IHSA series athletic events) are to be
remitted to the Central Office using the appropriate sport specific account code as provided by the district. Deposits
should be made directly through the school’s financial technician.
2. Gate receipts from lower level sport events (other than tournaments) are to be remitted to the school’s Stadium
Account at the Central Office. Deposits to this account should be handled through the school’s financial technician,
but do not require a sport specific account number. The revenues that accumulate in a school’s stadium account are
designated for use by the individual high school and may also be used for turf maintenance at the stadium(s) and on
site athletic fields.
39
Sport Seasons Admissions Prices
(subject to change by the NIC-10 principals)
Sport
Soph/Varsity Football
Frosh Football
Varsity Volleyball
Frosh/JV Volleyball
Varsity Boys Soccer
Frosh/JV Boys Soccer
Girls Swimming & Diving
Soph/Varsity Boys Basketball
Frosh/JV Boys Basketball
Soph/Varsity Girls Basketball
Frosh/JV Girls Basketball
Boys Swimming & Diving
Wrestling
Varsity Girls Soccer
Frosh/JV Girls Soccer
Varsity Baseball
Frosh/JV Baseball
Varsity Softball
Frosh/JV Softball
Season
Fall
Fall
Fall
Fall
Fall
Fall
Fall
Winter
Winter
Winter
Winter
Winter
Winter
Spring
Spring
Spring
Spring
Spring
Spring
Adult Admission
$4.00
$2.00
$4.00
$2.00
$4.00
$2.00
$4.00
$4.00
$2.00
$4.00
$2.00
$4.00
$4.00
$4.00
$2.00
$4.00
$2.00
$4.00
$2.00
Student/Senior Admission
$2.00
$1.00
$2.00
$1.00
$2.00
$1.00
$2.00
$2.00
$1.00
$2.00
$1.00
$2.00
$2.00
$2.00
$1.00
$2.00
$1.00
$2.00
$1.00
The Board of Education has made provisions for each school (ticket manager or athletic director) to have a change fund
while selling tickets at school events. The current amount of this change fund is $600.00, with each ticket
manager/athletic director being responsible for these monies.
Prior to the start of a new school year (or at least two weeks), either the school’s athletic director or ticket manager will
make a request to the district’s director of finance to have a check cut in the amount of $600.00. The request should
include the name of the school and the ticket manager. The following are guidelines for ticket managers:
1. A check will be issued to the ticket manager (or athletic director if the school has no one assigned as the ticket
manager) and sent to the school. The ticket manager/athletic director should cash this check in needed
denominations. Change fund monies should be kept in the school vault when not in use.
2. By June 15 of the school year, the ticket manager/athletic director is to refund the $600.00 to the school’s
financial technician, who will then forward the deposit to the district’s central finance office.
The ticket manager is responsible for ticket sales at all home contests, including both conference and nonconference
events. The specific number of events will vary from year to year and from school to school. Special school-hosted
tournaments, conference meets and IHSA-assigned events are beyond the regular-season schedule. Ticket sales at these
self-supporting events will be arranged through the athletic director, with workers being paid through the school’s
tournament account.
40
Gate Reconciliation Procedures
On the District #205 Athletic Gate Reconciliation form, enter:
School Name
Sport/Event
Date
Level/Opponent
School financial technician records the Beginning Ticket number (for both
Student/Senior Citizen and Adult tickets) where indicated on the form. School financial
technician signs next to starting ticket number.
Athletic Gate Reconciliation form is then given to ticket takers.
Ticket taker(s) shall count cash draw and record CASH START-UP AMOUNT on the
form where indicated.
When ticket sales close, record Ending Ticket Number (both Student/Senior Citizen
and Adult tickets) where indicated on the form.
Cash is to then be counted. Record amount at CASH RECEIVED (ticket taker count)
line.
Ticket takers sign the Athletic Gate Reconciliation form when completed on Tickets
Issued by: line.
Cash is sealed in a locking bank bag and given to the Athletic Director to be placed in
the vault.
Event workers’ names and job duties are to be listed on the form where indicated.
Athletic Director, or Athletic Clerical, is to count gate receipts within two school days of
the event and prepare deposit.
The deposit amount should be recorded on the Athletic Gate Reconciliation form on the
CASH RECEIVED (Athletic Director count) line.
The deposit and Athletic Gate Reconciliation form is then given to Financial Technician
for SPI pick-up and recording in QuickBooks.
Athletic Director and building Principal must sign Athletic Gate Reconciliation form before
form is forwarded to Mat Parker.
Gate Reconciliation Form - example.pdf
Gate Reconciliation Form - blank.pdf
41
Preparing Athletic Purchase Requisitions
In order for payments of any kind to be made by the District through the Athletic Budget or High School
Stadium Account, a Requisition must first be processed. The Requisition Form must include a valid account
number and description of the item purchased. The account number must include the following parts:
Fund . Location . Function # . Object # . Program. Source
Example
10.010.1501.54100.0000.00 Auburn Baseball Supplies
Once completed by the high school athletic director, the form should be given to the school’s Financial
Technician for submitting to the Central Office.
Sport Function #’s:
Boys Sports
Baseball
Basketball
Cross Country
Football
Golf
Swimming & Diving
Tennis
Track & Field
Wrestling
Administration
Soccer
Bowling
Administration
General Athletics
Chess
Debate
Scholastic Bowl
1501
1502
1503
1504
1505
1507
1508
1509
1511
1512
1513
1553
1530
1500
1552
1551
1554
Object #’s
All Sports
Game Officials
Security
Repairs/Maintenance
Rentals
Team Transportation
Travel
Postage
53110
53190
53230
53230
53310
53320
53420
Girls Sports
Softball
Basketball
Golf
Volleyball
Swimming & Diving
Tennis
Track & Field
Cross Country
Soccer
Competitive Cheer
Dance Team
Bowling
Supplies
Printed Forms
Reference Books
Periodicals
Equipment
Entry Fees/Dues
1521
1522
1525
1526
1527
1528
1529
1531
1533
1510
1535
1523
54100
54130
54300
54400
55400
56400
42
Purchasing Procedure Guidelines For Coaches
The purchase of all athletic equipment will be done through the office of the Athletic Director. Purchasing of any
athletic equipment or supplies must be pre-approved by the Athletic Director. Coaches will be responsible for the
cost of any equipment that does not get pre-approval.
Please follow these guidelines when involved in the purchase of equipment or supplies:


The Athletic Director, in consultation with the Head Coach, will order through a pre-approved district
venue. If Rockford Public Schools has never previously purchased from the vendor, the vendor must fill
out a W-9 and a vendor number must be issued.
All purchases must be made with a district account. Purchases must not be made using an employee’s
personal account.




The Athletic Director will complete a PREQ to be submitted to the school’s Financial Technician for all
items that are to be ordered from the Athletic Budget.
Items that are to be ordered from a revolving account within the school must have a purchase order assigned
by the Athletic Director, prior to any order being placed by a coach. The purchasing of equipment/supplies
by a coach without first obtaining a purchase order will result in the coach paying for the materials ordered.
When the equipment or materials have been received by the coach, he/she will notify the Athletic Director
of the quality of the order and whether or not the order is complete.
Please direct questions and concerns to the office of the Athletic Director.
ROCKFORD PUBLIC SCHOOLS
Purchasing Thresholds and Requirements
Governing Policy
The Purchasing Thresholds and Requirements are in conformance with Administrative Regulation 4.60R within
Board Policy 4.60 Operational Services – Purchases. Refer to Board Policy 4.60 for the entire policy regarding
purchases.
The Purchasing Thresholds and Requirements are in conformance with Administrative Regulation 2.170R
Quality Based Selection within Board Policy 2.170 Procurement of Professional Services. Refer to Board Policy
2.170 for the entire policy regarding procurement of professional services.
Order Placement
A purchase requisition (PREQ) must be entered in SunGard Workflow in order to initiate the purchasing
process. Purchase requisitions are to be fully entered with all required information and supported by quotes
were required. Once the PREQ is approved in Workflow and the purchase order(s) are generated, the
Purchasing department will place the order(s) with the respective vendor(s).
Note: Individual department staff, outside of the Purchasing department, is not authorized to place any orders
for goods or services. There must be an approved and fully executed purchase order submitted to the vendor
by the Purchasing department to place any orders for goods or services. This does not apply to services or
supplies already covered under an existing purchase order or those purchases that comply and qualify as
Emergency Expenditures.
Purchases up to $1,000.00:
May be approved by the Principal/Director of the school/department and may be supported by at least one (1)
verbal quotation optional.
43
Purchases greater than $1,000.00 but less than $2,500.00:
Requires at least one verbal quotation from a responsible supplier submitted to the Purchasing Department
noted within the PREQ in SunGard.
Purchases greater than $2,500.00 but less than $5,000.00:
Requires at least one written quotation from a responsible supplier submitted to the Purchasing Department
with the PREQ in SunGard.
Purchases greater than $5,000.00 up to and including $24,999.99:
Requires at least two (2) written quotes from responsible suppliers including address and phone number. Both
quotes must be submitted to the Purchasing Department with the PREQ in SunGard. If a staff member does
not know of two suppliers, they may contact the Purchasing Department for additional information. The
Purchasing Department has the option of contacting sources in addition to those listed.
Purchases $25,000 and greater (non-construction):
Requires a formal sealed bid and are covered under the “Contracting” procedures in these directives, unless
the item is available from a state contract through Central Management Services, U.S. Communities Contract,
The Cooperative Purchasing Network (TCPN), other state contracts with reciprocity agreements with Illinois,
education consortium contracts with reciprocity agreements with Illinois, or those Federal Supply Schedules
that the General Services Administration authorizes for use by state and local governments.
It is the responsibility of the requisitioner to supply Purchasing with full and complete specification for the
products or services they are requesting for purchase. Information including description/product number,
quantity and units, cost estimate, drawings, design specifications, desired delivery dates, delivery information,
and any other appropriate evaluation criteria are to be supplied to the Purchasing Department for incorporation
in the bid/RFP.
Note: In the case of items which are required by law to be let out for bid, the focus of the specifications should
be on functional performance, namely on what is to be achieved rather than how it is to be done. So, it is best
to provide performance specifications rather than a product description. A particular product or brand should
only be identified when the product description/brand is essential to ensuring potential bidders are provided
with sufficient information to submit an informed bid.
Procurement of Professional Services – Qualification Based Selection
These procedures describe how the District will procure architectural, engineering, and land surveying
services; the Local Government Professional Services Selection Act will control in the event of a conflict (50
ILCS 510/). The Superintendent will modify these procedures whenever the School Board determines by
resolution that an emergency exists and a firm must be selected in an expeditious manner, or the cost of
architectural, engineering, and land surveying services for the project is expected to be less than $25,000 (50
ILCS 510/8). Refer to Board Policy 2.170 for the entire policy regarding procurement of professional services.
Construction Purchases $50,000 and greater:
Requires a formal sealed bid and are covered under the “Contracting” procedures in these directives unless the
item is available from a state contract through Central Management Services, U.S. Communities Contract, The
Cooperative Purchasing Network (TCPN), other state contracts with reciprocity agreements with Illinois,
education consortium contracts with reciprocity agreements with Illinois, or those Federal Supply Schedules
that the General Services Administration authorizes for use by state and local governments.
It is the responsibility of the requisitioner to supply Purchasing with full and complete specification for the
products or services they are requesting for purchase. Information including description/product number,
quantity and units, cost estimate, drawings, design specifications, desired delivery dates, delivery information,
and any other appropriate evaluation criteria are to be supplied to the Purchasing Department for incorporation
in the bid.
44
Note: In the case of items which are required by law to be let out for bid, the focus of the specifications should
be on functional performance, namely on what is to be achieved rather than how it is to be done. So, it is best
to provide performance specifications rather than a product description. A particular product or brand should
only be identified when the product description/brand is essential to ensuring potential bidders are provided
with sufficient information to submit an informed bid.
Invitation for Bids (IFB):
Purchases in excess of $25,000 for goods or services, $50,000 for construction that can be clearly defined
through specifications and quantity or volume should be formally advertised among all potential suppliers
through full and open competition by issuing an Invitation for Bids or IFB. Bidders respond with sealed bids
that are publicly opened at a designated date, time, and place and are read aloud. Award is generally made to
the responsive bidder whose bid conforms to the IFB, is the lowest bid price, and the bidder is determined to be
a responsible supplier.
“Brand name or equal” is used when a specification mentions a manufacturer’s brand name or model number.
Brand names may only be used to describe a standard or quality or performance, and may not be used to limit
or restrict competition. The term “or equal” must be used when referencing brand names.
Note: A written justification must be presented to and approved by General Counsel prior to eliminating the
“Brand name or equal” language in any bid.
Request for Proposals (RFP):
Similar to Invitation for Bids except the requirements may not be able to be clearly defined so that award can
be made to the low bid; the items or services required are such that discussions must be conducted with the
potential suppliers to clearly understand what they are offering or to clarify requirements, or is considered an
excepted procurement under the Illinois School Code that specifically authorizes the use of negotiation for the
type of products or services being obtained. Offers are submitted as sealed proposals to be received at a
designated time, date, and place but only the names of offerors is publicly read and no disclosure of product,
service, or price is revealed until award is made to the best qualified responsible supplier by the Board of
Education. It is possible to award a sealed proposal based on price alone if all the information submitted by all
offerors is such that there is no need to clarify, obtain additional information, or change requirements requiring
price modification. When discussions are conducted with suppliers, the means of closing the negotiation will
be done by calling for a “best and final offer” from all offerors within the defined competitive price range. A
competitive price range can be determined by a natural break in pricing that is determined significant by the
evaluator. In instances where there are significant numbers of offerors and defined criteria by the District, a
blinded study and evaluation of offers may be used to determine the “best” technical proposal and then
evaluate for award those offerors meeting those criteria.
Request for Information (RFI):
Document used to obtain from the marketplace either specifications, product descriptions, or a purchase
description related to a procurement action that is not clearly definable by the using department. The Request
for Information is also used at times as a means of determining the marketplace as far as interest in bidding on
a future procurement or to obtain marketplace pricing in volatile areas where price fluctuations are significant to
determine whether it is a good time to enter into a long term, short term, or fixed quantity contract for the
required goods or services.
45
PURCHASING THRESHOLDS AND REQUIREMENTS SUMMARY
Purchases
Options/Procedure
to Purchase
Documentation
Required
Final Approval Required By:
Up to $1,000
Verbal Quote
(optional)
Purchasing
Consortium
PREQ in SunGard
SunGard Workflow process
$ 1,001 - $2,499
1 Verbal Quote,
Purchasing
Consortium
1 verbal quote noted
in PREQ in
SunGard
SunGard Workflow process
$ 2,500 - $4,999
1 Written Quote,
Purchasing
Consortium
1 written quote
attached to PREQ in
SunGard
SunGard Workflow process
$5,000 – $24,999
3 Written Quotes,
Purchasing
Consortium
Less than $10,000 –
3 written quotes
attached to PREQ in
SunGard
SunGard Workflow process
Board of Education (+$10,000)
+$10,000 Board
Action Item for
Consulting
Contracts
$25,000 or Greater
For supplies, materials,
services, or work
$25,000 - $49,999
Competitive Bid,
Request for
Proposal,
Purchasing
Consortium
Board Action Item
for Competitive Bids
and Request for
Proposals
SunGard Workflow process
Board of Education
3 Written Quotes
3 written quotes
attached to PREQ in
SunGard
SunGard Workflow process
Competitive Bid
Board Action Item
SunGard Workflow process
Board of Education
Quote, Purchasing
Consortium,
Request for
Qualifications,
Request for
Proposal (as
determined by
Purchasing)
Less than $10,000 –
Quote attached to
PREQ in SunGard
SunGard Workflow process
Board of Education (+$10,000)
Options/Procedure
to Purchase
Written
determination
Documentation
Required
For repairs, remodeling,
construction, renovation
$50,000 or Greater
For repairs, remodeling,
construction, renovation
Professional Services
(services of individuals
possessing a high
degree of professional
skill ex. architects,
engineers) as
determined by
Purchasing Department
Purchases
Change Order
(A written alteration to a
contract, adjusting the
+$10,000 Board
Action Item for
Consulting
Contracts
For items that were
subject to
Final Approval Required By:
SunGard Workflow process
Superintendent (Less than
46
dollar value and/or
completion date)
documenting that
change was not
reasonably
foreseeable at time
contract was signed;
is germane to
project; and/or is in
the best interest of
the School District.
competitive bid:
Up to 10% of the
bid: Completed
Change Order
attached to PREQ in
SunGard. If it
exceeds 10%, then
the purchase must
be let out to bid.
$25,000)
Purchasing
Board of Education (+$25,000)
and
If the 10% equates
to a sum of $25,000
or more, then it
requires Board
approval.
For items that were
not subject to
competitive bid:
Up to $24,999.99:
Completed Change
Order Form
attached to PREQ in
SunGard
or
Emergency
Expenditure
(action taken to protect
public health of citizens,
when immediate repair
is needed to prevent
further damage to
public property; to
ensure continuation of
services to Patrons or
in response to an act of
God)
Quote
Request for
Proposal (as
determined by
Purchasing)
$25,000 or greater:
Completed Change
Order Form
Board Action Item
Board Action Item
Prior to expenditure.
Possible Emergency
board mtg.
SunGard Workflow process
Board of Education
47
Parental Request For The Return Of Equipment Or Payment
School:____________________________________________
Date:_________________________________
Athletic Director:__________________________________________________
Coach: __________________________________________________________
To the parent(s)/guardian(s) of: __________________________________________________
(student-athlete)
The purpose of this letter is to solicit your assistance. Your cooperation will be greatly appreciated.
Our records indicate that your son/daughter has not returned the below listed equipment or uniform that was issued to him/her,
or has not paid all required fees. As you can well understand, our school cannot afford to assume the financial loss when all
equipment is not returned or fees/fines are not paid.
We ask that you please discuss this matter with your son/daughter and then follow up accordingly as soon as possible. If this
does not get resolved, the information will be forwarded to the building financial technician and your son’s/daughter’s name
will be placed on the school’s fine list.
ITEM/DESCRIPTION:
REPLACEMENT COST or
AMOUNT DUE (fee/fine)
_____________________________________________________
__________________________
_____________________________________________________
__________________________
_____________________________________________________
__________________________
_____________________________________________________
__________________________
_____________________________________________________
__________________________
_____________________________________________________
__________________________
_____________________________________________________
__________________________
_____________________________________________________
__________________________
If you have any questions, please contact our athletic department or myself.
Thank you very much for your cooperation.
Yours truly,
____________________________________________________________
(signature of coach or athletic director)
48
Athletic Equipment/Uniform Inventory
To be submitted to the athletic office separately at the start and the end of season.
Year:_______________________________
Head coach:_________________________________
Sport:_______________________________
Level:______________________________________
Please print clearly. Please include all uniforms (game/practice/warm-ups), specifying colors, size, etc. Also include all
equipment. Use additional sheets if necessary.
Athletic directors will compare this inventory at the end of the season. If equipment/uniforms are on the list at the start of the
season but not the end, coaches will be held accountable for replacements.
Item and description
Quantity –
Season Start
Quantity –
Season End
Athletic Director Signature:_____________________________________________
Date:______________________
Coach Signature:_____________________________________________________
Date:______________________
49
Summer Coaches Pay Guidelines
1. Coaches submit the Personnel and Payroll Information Sheet for $25 per day for 24 days.
2. Personnel and Payroll Information Sheets will need to be approved by the school and district athletic directors and
forwarded to Human Resources.
3. Human Resources will submit the Personnel and Payroll Information Sheets for School Board approval.
4. Coaches/recent graduates will need a background check initiated in the Human Resources Department.
5. Timesheets must be submitted for the employees to be paid.
6. The district finance department will send the school an invoice for the salary and benefit costs to be paid by the
student activity account.
50
Key User Agreement For Stadiums
1. As a condition of my employment/need, I have received a key for stadium use. This key is district property and for
my use only.
2. I will not loan my key to another individual; and, I understand that if I do loan my key to another individual or do not
provide reasonable safeguards to prevent the loss/theft of this key, that such actions will result in disciplinary
consequences.
3. I will return this key to my supervisor in the event I am no longer employed with the district. Upon collection, the
supervisor will notify facilities and return the key.
4. If misplaced, lost or stolen, I will immediately notify my supervisor and facilities department.
Printed name:____________________________________________
Date:________________________
Signature:__________________________________________________
Assigned Building:____________________________________________
51
Rockford Public School District 205
Stadium Key Receipt Form
First Name:__________________________________________________
Last Name:__________________________________________________
Organization:________________________________________________
Job Title:____________________________________________________
School Affiliation:_____________________________________________
Phone Number:______________________________________________
Primary Need For Key:________________________________________
Signature:__________________________________________________
Key Number:_______________________________________________
Issue Date:_________________________________________________
Issued By:_________________________________________________
Rockford Public Schools
Operations Support Center
1907 Kishwaukee Street
Rockford, Illinois 61104
Phone 815-489-7397
Fax 815-966-3019
E-Mail: [email protected]
52
Rental Pricing
Category 1
Category 2
Category 3
School Related
Organizations
Governmental, NonProfit, & Individual Use
Private or Commercial
Groups or Fundraising
Groups
Hourly Rate
Hourly Rate
Hourly Rate
Athletic Field - High School
Athletic Field - Middle School
No Charge
No Charge
No Charge
No Charge
Auditoriums
No Charge
$35.30
$41.25
Fieldhouse
No Charge
$200.00
$300.00
Fieldhouse – Court
No Charge
$50.00
$75.00
Fieldhouse – Track
No Charge
$50.00
$75.00
Cafeteria
No Charge
$33.00
$38.85
Classroom
No Charge
$11.75
$14.00
Gymnasiums
No Charge
$40.00
$50.00
Library
No Charge
$15.92
$15.92
Parking Lots
Pools
Stadium Only
Stadium & 1 locker room
Stadium & 2 locker rooms
Stadium Night Light Charge
No Charge
No Charge
No Charge
No Charge
No Charge
No Charge
$100/day
$47.00
$235.40
$258.95
$294.25
$58.85
$200/day
$53.00
$294.25
$347.25
$370.75
$58.85
Tennis Courts
No Charge
No Charge
No Charge
Staff Cost – Hourly
Custodial Weekend & Holidays
$41.25
When using a cafeteria a Nutrition Service worker must be available.
You will be billed on a separate invoice for those cafeteria services.
Revised 10/28/2014
RPS Building Usage Form:
http://www3.rps205.com/departments/Documents/UPDATED%20BUILDING%20USAGE%20FORM.pdf
53
Special Check Request
Rockford Board of Education of the City of Rockford
th
501 7 Street
Rockford, Illinois
Date:______________________________
Requested by:___________________________________
School’s athletic account number: ____________________________________________________________
Approved by:_______________________________
Purchase order:_____________________________
Amount:__________________________________
Vendor number:_____________________________
Payable on:________________________________
Make check payable to:
Name:_________________________________________________________
Event/other:____________________________________________________
Comments:
54
Guidelines For Attending State Series Tournaments
The Central Office Athletic Budget will cover the expenses for any of its district high school athletic teams that are
designated as official IHSA sports that qualify for the state level tournament. Expenses, if any are incurred, for
entrance level or regional contests will be the responsibility of the school.
Only qualifying student-athletes and their coach(s) will be funded by the District. The only exception to this is in
the case of only one student-athlete qualifying. With the approval of the school’s athletic director, one additional
student may be included in the expense request.
 1 to 4 athletes:
1 coach
 5 to 10 athletes:
2 coaches
 11 or more athletes: Number of coaches subject to approval by the District Athletic Director
 Exceptions may be made when specialty athletes qualify and their coach is different than the head coach
(i.e. diver in swimming).
Coaches that are certified teachers at the school, and will need to have a substitute for any school days missed,
should consult the school’s office manager to complete all necessary leave forms.
All high school co-curricular sports, clubs and activities for which students are required to pay a fee in order to
participate will receive funding from the Central Office Athletic Budget for the state level competition. Athletic
teams and some other co-curricular activities participate in the IHSA Tournament, but others participate in state
level competition other than those hosted by IHSA. Those co-curricular activities are entitled to have expenses paid
for the state level competition. The coverage of expense is limited to transportation costs (as described by District
parameters), meals (at the District allotted amount), and housing if an overnight stay is required for the competition.
The athletic director at the high school will work directly with the coach of all athletic teams to make necessary
arrangements. The building assistant principal assigned to activities will work directly with all other coaches or
activity sponsors to make necessary arrangements with the central office.
Athletic directors and building assistant principals should refer to the Athletic Handbook for all forms that are
required to process the request for a cash advance to fund the competition/contest. Please note that within one week
following the completion of the competition/contest, all required forms and receipts must be submitted to the
central office for reconciliation with the finance department.
In order to obtain a cash advance for expenses:
 The head coach will work directly through the school’s athletic director.
 Arrangements for transportation must be completed at the school (bus, van(s), personal vehicle(s)).
A. Invoices for van rentals must be approved for payment from the school’s Fund 40 account and
forwarded directly from the school to the Central Office Finance Department.
B. Monies for gas for either vans or personal vehicles should be included on the request for Cash Advance
form.
C. Individuals using personal vehicles may, in lieu of gas money, include a reimbursement amount for
mileage on the request for Cash Advance form.
 A detailed IHSA Tournament Reconciliation form must be completed by the coach/athletic director. The
name of the coach must be included and the form must be signed/dated by the school’s athletic director.
 The check will be made out to the coach whose name is on the form.
 All necessary arrangements and completion of the requisition for cash advance must be completed on the
first school day following qualifying competition, and the form faxed or delivered to the District Athletic
Director.
 Schools will be notified when the check is ready and a representative from the school will pick up the check
at the Central Office.
55
Reconciling the Requisition for Cash Advance:
 All funds must be reconciled within five working days following the competition. The following must
be forwarded to the District Athletic Director:
A. Completed IHSA Tournament Reconciliation Form
B. All original receipts for lodging, gas, tolls and other approved expenses
C. A copy of the form where signatures were secured to confirm receipt of meal money
 In the event there is a reimbursement due to the Rockford Board of Education from the cash advance,
when possible, that should be in the form of a check.
 Receipts for food need not be submitted as long as the signature form is submitted with all names.
 A coach failing to submit all required documentation for expenses may be held liable for expenses
incurred.
The district will not be responsible for unapproved expenditures. All unapproved individuals must pay for
transportation, lodging, meals and other at their own expense.
56
IHSA Tournament Reconciliation Form
(The Central Office Athletic Budget will pay for approved expenditures for all athletic teams that are official IHSA sports).
SCHOOL:______________________________________ EVENT:_____________________________________
Date(s) of event:_________________________________ Amount of cash advance:_______________________
1. Transportation (private vehicle)
From___________ to ___________
Total mileage__________x .565/mile
_________________
Gas for rental vehicle
(Gas allotment not allowed if mileage taken)
TOTAL Transportation
Estimated
Actual
_________________
__________________
__________________
_________________
__________________
_________________
__________________
2. Lodging
 Number of people:
Coaches:__________
Students:__________
 Rooms = ________ x _________x ________
(number)
(nights) ( $/room)
__________________
__________________
3. Meal allowance
 No. of people_____ x No. of days _____
X $15.00 (total allowance per person/day)
__________________
__________________
(Meal Money Disbursement Form to be attached in lieu of food receipts.)
4. Other expenses (greens fees, etc.)
 Explanation:_______________________________________________________________
____________________
___________________
TOTAL COST TO ATTEND TOURNAMENT
_____________________
_____________________
Amount advanced to coach
_____________________
Amount returned to Board (preferably by check)
_____________________
Reimbursement to coach (all supporting documents attached)
_____________________
Date of original request________________________
Name of coach_________________________________ School AD_______________________________
(signature)
District AD_________________________________ Date____________________________________
(signature)
57
IHSA State Series Meal Allotment Funds
All approved individuals attending an IHSA State Series Tournament are entitled to a specified amount of money to
cover food expenses. The current amount is $15.00 a day per person. (Any amount over the $15.00/day by an
individual will be paid by the individual).
The coach accompanying the student-athletes must have all individuals (including self and other coaches/adults)
sign below to confirm receipt of money. This form must be submitted to the Central Office, along with the IHSA
Tournament Reconciliation Form. Receipts for food need not be submitted with this form.
School:__________________________ Event:____________________________ Date:___________________
Signatures of approved recipients:
NAME
AMOUNT
NAME
AMOUNT
___________________________
_________
__________________________
__________
___________________________
_________
__________________________
__________
___________________________
_________
__________________________
__________
___________________________
_________
__________________________
__________
___________________________
_________
__________________________
__________
___________________________
_________
__________________________
__________
___________________________
_________
__________________________
__________
___________________________
_________
__________________________
__________
___________________________
_________
__________________________
__________
___________________________
_________
__________________________
__________
___________________________
_________
__________________________
__________
___________________________
_________
__________________________
__________
___________________________
_________
__________________________
__________
___________________________
_________
__________________________
__________
___________________________
_________
__________________________
__________
___________________________
_________
__________________________
__________
___________________________
_________
__________________________
__________
58
Transportation Guidelines
Each school will complete the District Bus Request Form for each athletic trip requiring the transportation of
athletes on a district school bus. Each high school is assigned a Fund 40 number that must be included on the form.
Middle school must consult the building principal for arrangements.
Each school will coordinate the ordering of activity buses with the school administration.
High schools may utilize van rentals for athletic trips when it is more feasible to transport athletes by van(s) than a
district school bus. When the school receives the invoice for the van rental, the school’s athletic director must
approve the invoice for payment, indicating the school’s Fund 40 Account Number, and forward to the District
Finance Department for payment.
High schools may utilize coach buses as approved by the athletic director. The school’s Fund 40 Account will pay
an amount equal to what the expense would have been, had a district school bus been used for the trip. That amount
is calculated by using the zone areas as assigned by the transportation department and adding the hourly wage for
the driver of a bus. The school ordering the coach bus is responsible for the additional amount.
In the event a parent(s)/guardian(s) are requested to transport athletes, they must be approved by the school’s
administration and shall be advised that they shall maintain liability coverage requirements of $300,000 personal
injury per accident and $300,000 property damage insurance coverage. (District 205 Policy 4.110 – Adopted March
11, 1997). Proof of insurance coverage is required.
Procedure For Coach Bus Rentals
District 205 does not cover the cost of coach bus rentals, but they will cover an amount that would be equal to what
it would cost to have a district bus make that same trip. If a school chooses to utilize a coach bus for an
athletic/activity trip, they should follow the procedure shown below. This is inclusive of IHSA State Series events.
The request form must be completed at the school, even if expenditures for the trip will be covered by the central
office athletic budget or transportation account. NOTE: Even if it is an IHSA state series event and the school opts
to use a coach bus, the school – not the district budget – will have to withstand the additional cost of using a coach
bus.
1.
2.
3.
4.
5.
Contact the coach bus company for a price quote.
Confirm if that company requires advance payment.
Contact the District 205 Transformation Department and get their price quote.
Complete the Request for Coach Bus Payment.
Forward the request form, along with a check from your building revolving account, to the attention of
the athletic director at the central office. (The amount of the check from your building revolving account
should be the difference between the cost for a coach bus and a district bus.)
Once the form and check have been received from the building, the athletic department will issue a special check
request if the vendor requires advance payment. If the vendor does not require advance payment, regular payment
procedures will be followed.
59
Rockford Public Schools – District 205
Request for School Bus Service
Please complete the form below.
Date needed:
Athletic Trip _____
Educational Trip _____
Event _____
Teacher(s) / Person(s) in charge:
Destination:
Place of pick up:
School Departure Time:
Returning to:
Time Returning to School:
Number of Pupils:
Number of Adults (Teachers and Chaperones):
Account Number:40.650.2552.53310.0000.91
Contact phone number:
Special Instructions / Driver Directions if needed:
To be filled out by administration:
Principal’s approval ____
Date____
Time____
School 011
NOTE: Save a copy for your records and email it to your principal. Once approved by the principal they will forward
the form to the Terminal Manager. A separate request form is to be used for each trip. An email will be returned to
the building principal as CONFIRMATION with a confirmation number. Persons taking trips will be responsible
for tolls and parking fees.
Cancellation of trips need to be completed a minimum of 5 hours before start time of trip. If not, there will be a 2
hour fee to pay for the driver in addition to a $20 show up charge.
_____________________________________________________________________________________________
For Transportation use only:
Transportation confirmation number:
Start time__________ Start Mileage_________
End time___________ End Mileage__________
Bus/Route__________ Date_________________
Number of students who do not ride the bus regularly________
Chaperones Signature_________________________________
Driver Signature_____________________________________
60
Request for Coach Bus Rental Payment
Complete this form in its entirety. Forward this form, along with a check from the school, to the District Athletic
Director.
School:____________________________________
Athletic Director:____________________________
Date of Request:____________________________
Date(s) of Trip:______________________________
School’s Fund 40 Account Number (check appropriate number)
40.650.2552.53310.0000
90______Auburn
91______East
92______Guilford
93______Jefferson
94______District Athletics
Purpose of Trip:______________________________________________________________________________
(athletic team or other co-curricular activity)
Destination:__________________________________________________________________________________
Coach Bus Rental Company Info:
Name of Company:___________________________________________________________________________
Address:____________________________________________________________________________________
Phone:__________________________________ Company Requires Advance Payment: _____Yes _____No
Price Quote (Rental Company):_________________________________________________________________
(quote amount)
Price quote (District 205):______________________________________________________________________
(quote amount)
Difference in Price Quotes:_____________________________________________________________________
(difference in quote amounts)
The difference in quote amounts is the amount that the school making arrangements for the coach bus rental
will need to remit to the District 205 Athletic Director. Checks from the school’s revolving account should be
made payable to the Rockford Board of Education.
61
Operational Services
Transportation
The district shall provide free transportation for all students in the district: (1) residing at a distance of one and one-half
miles or more from their assigned schools, or (2) residing within one and one-half miles from their assigned schools where
walking would constitute a serious hazard due to vehicular traffic or rail crossing, and adequate public transportation is not
available. A student’s parent(s)/guardian(s) may file a petition with the school board requesting transportation due to the
existence of a serious safety hazard. Non-public school students shall be transported in accordance with state law.
Homeless students shall be transported in accordance with the McKinney Homeless Assistance Act. Only students
attending Rockford Public Schools, school district employees or classroom volunteers with the permission of the
superintendent or designee, may ride the school bus (provided, that students with disabilities shall be transported to
schools outside the district when specified in an individualized educational program, and students attending non-public
schools being transported pursuant to state law). No students with animals shall be allowed on a school bus except with
permission of the superintendent or designee; however, if an animal is transported it shall be confined at all times when
on the school bus. The student discipline code shall apply to all students riding a district school bus, district owned
vehicle, or district contracted vehicle.
A student who is required to, for disciplinary reasons, serve a detention period either before or after a regular school day
shall be provided transportation unless the parent/guardian of the student has agreed to provide transportation.
Bus schedules and routes shall be determined by the superintendent or designee and shall be altered only with the
superintendent or designee’s approval and direction. In fixing the routes, every effort should be made to have the pick-up
and discharge points as safe and convenient for students as possible.
No school employee may transport students in school or private vehicles unless authorized by the administration, except
as provided below.
o Every vehicle regularly used for the transportation of students must pass safety inspections in accordance with state
law and Illinois Department of Transportation regulations. The strobe light on a school bus may be illuminated any time a
bus is bearing one or more students.
o The superintendent shall implement procedures in accordance with state law for accepting comment calls about school
bus driving.
o All contracts for charter bus services must contain the clause prescribed by state law regarding criminal background
checks for bus drivers.
o Free transportation services and vehicle adaptation for special education students shall be provided if included in the
students’ Individualized Educational Programs.
o School funds shall not be expended for transportation costs associated with an educational tour.
Transportation may be provided for students attending school sponsored field trips and outdoor education classes and a
reasonable charge may be assessed for such transportation in an amount not exceeding the cost of providing such
transportation including a reasonable allowance for depreciation. The superintendent or designee may authorize the use
of school buses for transportation for school sponsored field trips and outdoor education classes if approved pursuant to
board policy, and determine whether a charge will be made therefore. Transportation may be provided for students
participating in school sponsored extracurricular activities and athletic activities and a reasonable charge may be
assessed for such transportation not exceeding the cost thereof, including a reasonable allowance for depreciation.
Custodial parent/guardians may transport their own child to and from an event. They must sign their child out with the
coach prior to leaving. Where the district does not provide transportation, students and their parent/guardian are required
to provide their own transportation.
Staff transportation of students in district vehicles or private vehicles is prohibited absent prior authorization from the
administration. Notwithstanding, the board recognizes that from time to time situations may arise in which students
attending school sponsored activities and events do not have transportation home following the event. In the event that
students are left without transportation home after a school sponsored activity or event which is conducted at a location
other than a district facility, and in other non life threatening circumstances, certificated employees of the district may
transport students home provided that they possess minimum automobile injury and liability insurance coverage of
$100,000.00/$300,000.00. Where an employee transports students under this section the employee shall, not later than
the day following the event, make a written report to the building principal of the school sponsoring the event including the
name and address of the student transported and the time of departure and arrival at the student’s home, and the
mileage.
The superintendent or designee shall develop and implement a post-trip inspection procedure to ensure that the school
bus driver is the last person leaving the bus and that no passenger is left behind or remains on the vehicle at the end of a
route, work shift, or workday.
Operational Services
62
Administrative Procedure-School Bus Safety Rules
The Building Principal shall distribute the following rules to all students. Those students not qualifying for school bus
transportation to and from school should receive a copy because they may from time-to-time be transported to school
activities by school bus.
1. Dress properly for the weather. Make sure all drawstrings, ties, straps, etc. on all clothing, backpacks and other items,
are shortened or removed to lessen the likelihood of them getting caught in bus doors, railings or aisles.
2. Arrive on time at the bus stop and stay away from the street while waiting for the bus.
3. Stay away from the bus until it stops completely and the drive signals you to board. Enter in single file without pushing.
Always use the handrail.
4. Take a seat right away and remain seated facing forward. Keep your hands, arms, and head inside the bus.
5. Help keep the bus neat and clean. Keep belongings out of the aisle and away from emergency exits. Eating and
drinking are not allowed on the bus.
6. Always listen to the driver’s instructions. Be courteous to the driver and other students. Sit with hands to yourself and
avoid making noises that would distract the driver or bother other passengers. Remain seated, keeping your hands, arms,
and head inside the bus at all times.
7. Wait until the bus pulls to a complete stop before standing up. Use the handrail when exiting the bus.
8. Stay out of the danger zone next to the bus where the driver may have difficulty seeing you. Take five giant steps away
from the bus and out of the danger zone, until you can see the driver and the driver sees you. Never crawl under a bus.
9. If you must cross the street after you get off the bus, wait for the driver’s signal and then cross in front of the bus. Cross
the street only after checking both ways for traffic.
10. Never run back to the bus, even if you dropped or forgot something. 4:170-AP3
63
District 205 Transportation Exclusion Form
Barring extenuating circumstances, the District 205 High Schools will provide district transportation for our
student-athletes for athletic contests. We recognize that there may be times when it is more convenient for
parents/guardians to transport their sons/daughters to or from an athletic event. This will be allowed ONLY if this
form has been signed/dated by a student’s parent or official guardian and is retained on file by a coach. Please
note that a parent/guardian signature on this form does not mandate that a coach must allow the
parent/guardian to transport a student-athlete if district transportation is being provided. A coach may reserve
the right to demand that ALL athletes in his/her program ride the district-provided transportation.
Parents/Guardians agreeing to allow their sons/daughters to ride with another student’s Parent/Guardian must give
permission in writing to the coach, athletic director, or a building administrator.
At
no
be allowed!!!
time
will
students
transporting
other
students
I, ____________________________________, parent/guardian of __________________________________
(PRINT parent/guardian name)
(PRINT name of student)
have read the above and understand and agree to abide by all statements included above.
_____________________________________________________ __________________________________
(parent/guardian signature)
(date)
64
ROCKFORD PUBLIC SCHOOLS – REQUEST FOR EDUCATIONAL TOUR APPROVAL
For Principal Use Only
___In District
School
___Beyond 50 Miles
Today’s Date
___Overnight/Out of State
The following information is due to your direct supervisor no later than three weeks before the trip.
Person in charge
Trip Date
Grade Level
Destination
City/State
Number of Students
Departure Time
Return Time
Cost per student
Cost per adult
Approx Mileage
CURRICULUM/INSTRUCTION
Policy requires that educational tours relate directly to the curriculum or to the special areas of study in the case of alternative
schools. This educational tour is aligned to the mission and vision of the school and/or District (i.e., CC/CCR Standards).
Please identify the curriculum standards for this trip.
ITINERARY
Provide a brief itinerary.
TRANSPORTATION
___Car (driver/owner’s insurance must be on file with the school district, minimally $100,000/$300,000 bodily injury
liability coverage. Board Policy 6.220)
___Bus Company
Please attach bus confirmation.
___Other
Permission/Approval
Tour procedures have been reviewed with staff member in charge. All parental permission forms have been properly signed
and secured before the trip. Original permission forms will remain on file at school.
__________________________________________
Approved- Principal
Date
Chaperones
1.
2.
__________________________________________
3.
4.
Approved – Direct Supervisor
5.
6.
__________________________________________
7.
8.
Approved – Superintendent
9.
10.
(Overnight/Out of State)
11.
12.
Chaperone Ratio
13.
14.
Pre-K – 3rd 1:8
15.
16.
Date
Date
4th – 6th 1:10
7th – 8th 1:12
9th – 12th 1:15
Instructional Council Approved 10/16/13
65
Injury Procedures
Each coach will have a completed pink Emergency Information Card in his/her possession whenever studentathletes are participating. Cards must be signed to a parent/guardian as outlined in the section “Required Forms for
Athletic Participation.”
If a school has a Certified Athletic Trainer on duty at a practice or an event, that individual will assume all
responsibility for any/all injuries. Coaches will abide by the directions provided by the Certified Athletic Trainer.
When a Certified Athletic Trainer is not available, the coach will assume the responsibility for handling any/all
injuries.
Procedures when a Certified Athletic Trainer is not in attendance:
 The coach will attend to the injured athlete without delay.
 The coach will evaluate the injury and determine if immediate medical attention is required. If so, another
individual will be sent to call the local rescue until (911) while the attending coach makes the injured athlete
as comfortable as possible.
 The coach will administer only reasonable and prudent first aid. The severity of the injury will dictate what
emergency aid is required.
 The coach (or other) will contact the parent/guardian immediately for additional instructions. Whenever
possible, that contact should be made prior to transporting an athlete.
 In the event an athlete must be transported, a staff member (coach) will accompany and remain with the
student until a parent/guardian arrives.
 Coaches are NOT to administer internal medication.
 Coaches are required to complete a “Standard Student Accident Report Form” any time an injury results in
the student being referred for medical services, or the student misses school as a result of an injury. These
forms should be submitted to the athletic office for forwarding to the school nurse.
 Coaches should follow up on injuries with the parent/guardian as to the status of an injured player.
 If a student-athlete is referred to a physician, coaches should NOT allow participation until the student
receives a written release from the physician.
IHSA Sports Medicine Page
.
The Sports Medicine Page on the IHSA website offers instructions on CPR Training and information on
Performance-Enhancing Drugs and Steroid Education and Concussion Management. School athletic directors and
coaches should review the material and share it with athletes and parents annually.
http://www.ihsa.org/Resources/SportsMedicine.aspx
Rockford Public Schools
District 205
Emergency Response Plan for Outdoor use of AEDs
Basic first aid procedures as indicated below will follow the recommendations of the Illinois Department of
Human Services and the Illinois State Board of Education in their publication of First Aid Procedures for
Injuries and Illnesses. Identification of the need for CardioPulmonary Resuscitation, rescue breathing, or use of
Automated External Defibrillator will follow the guidelines established by the American Heart Association, the
American Red Cross, or other nationally recognized training organization.
Coach or program manager – staff member in charge, for activity that is conducted before or after school’s
business hours
DURING SCHOOL HOURS
Minor Injuries or need for medical care

Notify School Nurse or Principal’s Office either by phone or internal calling system

School Nurse, Principal, or other designated school staff will administer first aid procedures as indicated
by the nature of the accident

Parents will be notified by nurse, principal, or office staff, if necessary.

Staff witnessing the accident and/or providing first aid should complete an accident report and document
on the health office log.
Major Injuries or Urgent need for medical care - This is defined as any injury or medical emergency
deemed by school staff as needing immediate medical care, EMS (Emergency Medical Services), or transport to
a healthcare facility. Such medical emergencies may include seizures, fragile medical conditions, food or other
allergic reactions in students known to have severe reactions.

The first staff person identifying the emergency notifies the school nurse or Principal’s Office either by
phone or internal calling system.

The first staff person attending to the victim provides basic first aid, CPR, if trained, and calls 911 or
directs another person to call 911 immediately.

If CPR or rescue breathing is required, the nurse, building administrator, or person in charge will direct a
school staff member to retrieve the Automated External Defibrillator (AED).

When EMS have arrived and assumed care of the patient, the nurse or building administrator will notify
parent or guardian of patient’s status and transport to the hospital.

Staff witnessing and/or providing first aid care should complete an accident report and document on the
health office log.
67
Nurse present in the building

Staff member identifies situation as emergent

Uses phone or internal call button in room to notify main office of emergency

Main office contacts nurse by phone or short-wave radio to bring emergency first aid bag from health
office to the scene

Main office contacts building administrator to retrieve AED, and bring to scene

First aid/emergency care is provided as determined by need, this includes CPR or use of AED if
indicated.

Nurse or principal alerts main office via phone or internal calling system to contact 911 – the main
office personnel give EMS the school’s location, age and sex of patient, suspected problem, and closest
entrance to the building.

The building administrator sends staff member to open door for EMS, who then directs them to the
emergency.

Main office provides EMS with student identifying information: name, age, sex, address, parent contact
information.

When EMS has arrived and assumed care of patient, the nurse or building administrator will notify
parent or guardian of patient’s status and transport to the hospital.

The event is documented on an accident report which is kept in the health office, signed by the building
administrator, copies of which are sent to the district’s office of Communications and the Superintendent
68
After Business hours

Coach or program manager which arrives first in the athletic office following school business hours, is
responsible for securing the AED and taking it outdoors to the practice field. The coach or program
manager ‘signs out’ the unit on the ‘sign-out sheet’ provided in the AED cabinet. This same coach or
program manager maintains responsibility for the AED and its use until he/she turns over responsibility
to another coach or program manager or until outdoor practice or athletic practice for the day is
completed. The last remaining coach or program manager on site returns the AED to its cabinet and
signs it back in at the conclusion of the day’s athletic activity or program.

In the event that an emergency situation is identified, the following process is recommended:

Staff member or program manager identifies emergency situation

Staff member or program manager contacts nearest volunteer or another program staff member to
retrieve first aid/emergency bag and/or AED, and bring to scene.

Staff member or program manager calls 911- giving EMS the school’s location, age and sex of patient,
suspected problem, and site of the emergency.

First aid/emergency care is provided as determined by need, this includes CPR or use of AED if
indicated.

Staff member or program manager sends volunteer staff member to direct EMS to the emergency.

Staff member, program manager or volunteer provides EMS with identifying information, if available:
name, age, sex, address, parent contact information.

When EMS has arrived and assumed care of patient, the staff member, program manager, or person in
charge will notify parent or guardian of patient’s status and transport to the hospital.

The event is documented on an incident and/or accident report which are kept in the AED storage
cabinet in the athletic office, signed by the staff member or program manager and a copy is sent to the
district’s office of Finance and Operations.

If an adult refuses treatment, they are required to sign a statement stating such, as provided by the EMS
ambulance personnel.
69
Proof of Certification for Athletic Trainers
National Athletic Trainers Association- Board of Certification Inc. (NATA-BOC)
1415 Harney Street, Suite 200; Omaha, NE 68102
Office 402/559-0091; Fax 402/561-0598
Christy Eldridge, MS Ed, ATC, CSCS - Manager
Certification Date: November 30, 1990
Certification Number: 886850099
License Number: 096-000497
Stephanie Brown, ATC
at Belvidere North High School for Football
Certification Date: July 22, 2011
Certification Number: 2000007667
License Number: 096-003185
Julie Gregg, ATC
at Auburn High School
Certification Date: May 11, 1998
Certification Number: 059802440
License Numer: 096-001190
Shannon Jones, ATC
at Belvidere High School for Football
Certification Date: August 1, 1999
Certification Number: 089902500
License Number: 096-002736
Russ Morgan, ATC
at Jefferson High School
Certification Date: March 29, 1999
Certification Number: 039902459
License Number: 096-001245
Jordan Myers, ATC
at Guilford High School
Certification Date: June 8, 2011
Certification Number: 2000006738
License Number: 096-003222
Diana (Yost) Webster, MS Ed, ATC
at Jefferson High School
Certification Date: June 11, 2000
Certification Number: 070002065
License Number: 096-001497
Rebecca McFeaters, ATC
at East High School
PA license # RT004711 (IL license pending)
NATA BOC # 2000002473
Jan Hershey, MS Ed, ATC - Case Manager
Certification Date: October 6, 1980
Certification Number: 000040869
License Number: 096-000512
Heidi Wendtland, ATC, CEAS I
ATC/ Ergonomic Specialist at OSF Saint Anthony Medical Center
Certification Date: March 1, 2005
Certification Number: 030502189
License Number: 096-002183
70
Scope of Duty Narrative for IFB No: 12-68 Athletic Trainer Services submitted by OSF Saint Anthony Healthcare Northern
Region
Saint Anthony Medical Center (SAMC) respectfully bids for the opportunity to be the sole provider of Sport Medicine services for the
RPS205 district. In an effort to provide guidance to all parties (schools, athletic departments, coaches, student athletes, and
guardians), we will staff a minimum of one (1) NATA certified-Illinois State licensed Athletic Trainer (ATC) at each school outlined
in the bid package up to 40 hours per week over the span of 6 a day work week as dictated by school coverage/service need to
provide assessment and care of athletic injuries as well as prevention strategies. Upon injury, qualified staff will assess condition
using an evidence based approach in efforts to design the most clinically appropriate return to activity safely without increased risk of
re-injury. Based upon condition- secondary personnel will be involved to ensure proper care is given, this could include the student’s
Primary Care Physician, and/or Medical Specialists such as Orthopedic Surgeons, Physical Therapists, etc. To better assist the
student’s return to activity, our ATC services will be onsite to have ‘Treatment Hours’ prior to practice, during the school day, and on
weekends such that the athlete will be able to perform exercises and receive medical treatment with the ATC during appropriate times
(i.e. Lunch time and free periods) without missing valuable class or practice time. The goal will be to treat the student at the school to
foster streamlined communication between the student, guardian, ATC, and coaching staff. In the spirit of creating a culture of open
communication, we will implement a Weekly Update for each sport outlining the roster’s injury needs, limitations, and progress as
well as be made aware of any concerns the Sports Medicine Team should be abreast of throughout the week. SAMC would also
encourage the individual schools AP/AD to set aside a weekly 1:1 time to create a platform to maintain a two-way approach with the
ATC for efficient operations.
In efforts to better educate the entire student support team (school personnel and coaches), SAMC, with input from RPS205, will
design an educational forum to teach front line responders/coaches on key sports medicine topics such as: CPR/First Responder
Certifications, heat exhaustion, lightning and tornado protocols, concussion education and awareness, overtraining risks, as well as
injury specific prevention strategies. Ultimately, SAMC will add a Coaches “Symposium” to be hosted with the Annual Sports
Physical Fund Raiser. Based on need, the ATC position would also assist with offseason conditioning strength/flexibility program
design and implementation. Additionally, this information will also be clearly disseminated to both the student athletes and their
guardians in efforts to have a well educated population focused on prevention and early intervention.
Care of our student athletes will be provided on-site. Upon such reason that the need of the student is greater than that can be
adequately cared for onsite, SAMC ATCs will act as liaisons to ensure the student gets medical care at the provider of the student’s
guardian’s wishes. SAMC will also assist, at the guardian’s request, in any clinical specialists needed to ensure streamlined proper
evaluation and treatment. In addition to the ATC services being provided on site, SAMC will partner with area medical providers to
have physician/physician assistant coverage at all varsity football games at no cost to the District.
In terms of record keeping, SAMC will have written injury reports on all cases. These will be available to school officials, coaches,
and guardians as needed. These will be stored and maintained securely by the SAMC ATC staff. At the conclusion of each season, the
ATC will outline for the coaching staff a summary of recommendations including the key injuries throughout the season and highlight
areas of individual concern as well as trends noted. This education and researched based approach will better prepare the coaching
staff to assist the athletes in their ‘off season’ work as well as address any global team sports medicine risks.
As outlined above, SAMC is willing to extend the ATC coverage position to up to of 40 hours per week per school vs. the 24 hour per
week coverage outlined in the bid packet. This 75% increase from requested hours in coverage hours ensures that all athletic events,
practices, tournaments, and school sponsored events are staffed for injury assessment and treatment. These additional hours also
allow the creation of a student sports medicine program where as key component will allow interested students can assist in event
coverage under the supervision of the on-site certified ATC. SAMC staff will also aid in injury treatment to other school sanctioned
activities such as marching band, intramurals, flag/color guard, dance department needs, etc.
This creation of a formal sports medicine program will offer interested students of RPS205 an opportunity to gain real life experience
in the field of Athletic Training and be exposed to components of the Rehabilitation profession. This program will have opportunities
to have appropriate students not only assist within the school activities, but offer the ability to shadow professional in various setting:
outpatient rehabilitation, orthopedic surgical consultations, sports performance, and industrial medicine. With experience, key
‘student athletic trainers’ will be assigned to specific sports and aid in first responder duties while being supervised by the on-site
ATC.
71
Heat and Humidity Guidelines
The athletic training staff will evaluate practice conditions either by direct measurement on site or through
weather radio. This is done before practice and as conditions warrant. Temperature and relative humidity
conditions will be posted and updated for all coaches along with the following practice guidelines. Athletic
trainers will keep a log record of temperature and humidity during times of extreme conditions.
The following scale is used to determine what limitations are imposed on athletic activities. In game
situations, IHSA officials and the administrator on duty in collaboration will make decisions regarding
heat and humidity with the ATC(s) and coaches.
Relative
Humidity
Air
Temperature
Practice
Under 70%
Under 89°
No Limitations
Over 70%
80° - 89°, or
Under 70%
90° - 99°
Shortened practices with water breaks (Football Minimum pads)
Over 70%
90° - 99°
Restricted practice as defined by coach, ATC, and
administrator consultation.
(Any Value)
100°+
Suspend practice.
Student athletes will be instructed to remove themselves from any athletic activity if they feel
overheated. If a student athlete has any symptoms of heat related illness, he/she will be removed from
any athletic activity and given reasonable and prudent immediate care by the training and/or coaching
staff. The student athlete's parent/guardian will be notified and advised to contact their physician or go
to the local emergency room if symptoms persist or worsen.
Student athletes with any heat related illness would be reevaluated by the ATC before being allowed to
return to activity. The coach will verify the student athletes practice status with the ATC prior to the
athlete returning to activity.
The Principal and Athletic Director will be notified of practice limitations and are responsible for
monitoring the adherence to these guidelines.
72
Concussion Information
Concussion Information Sheet
Adapted from the CDC and the 3rd International Conference on Concussion in Sport Document created 7/1/2011 Reviewed 4/24/2013
A concussion is a brain injury and all brain injuries are serious. They are caused by a bump, blow, or jolt to the head, or
by a blow to another part of the body with the force transmitted to the head. They can range from mild to severe and
can disrupt the way the brain normally works. Even though most concussions are mild, all concussions are potentially
serious and may result in complications including prolonged brain damage and death if not recognized and managed
properly. In other words, even a “ding” or a bump on the head can be serious. You can’t see a concussion and most
sports concussions occur without loss of consciousness. Signs and symptoms of concussion may show up right after the
injury or can take hours or days to fully appear. If your child reports any symptoms of concussion, or if you notice the
symptoms or signs of concussion yourself, seek medical attention right away.
Symptoms may include one or more of the
following:
(forgetting game plays)
in sleep patterns
Signs observed by teammates, parents and coaches
include:
73
Concussion Information Sheet
Adapted from the CDC and the 3rd International Conference on Concussion in Sport Document created 7/1/2011 Reviewed 4/24/2013
What can happen if my child keeps on playing with a concussion or returns too soon?
Athletes with the signs and symptoms of concussion should be removed from play immediately. Continuing to play
with the signs and symptoms of a concussion leaves the young athlete especially vulnerable to greater injury. There
is an increased risk of significant damage from a concussion for a period of time after that concussion occurs,
particularly if the athlete suffers another concussion before completely recovering from the first one. This can lead to
prolonged recovery, or even to severe brain swelling (second impact syndrome) with devastating and even fatal
consequences. It is well known that adolescent or teenage athletes will often fail to report symptoms of injuries.
Concussions are no different. As a result, education of administrators, coaches, parents and students is the key to
student-athlete’s safety.
If you think your child has suffered a concussion
Any athlete even suspected of suffering a concussion should be removed from the game or practice immediately. No
athlete may return to activity after an apparent head injury or concussion, regardless of how mild it seems or how
quickly symptoms clear, without medical clearance. Close observation of the athlete should continue for several
hours. IHSA Policy requires athletes to provide their school with written clearance from either a physician licensed
to practice medicine in all its branches or a certified athletic trainer working in conjunction with a physician licensed
to practice medicine in all its branches prior to returning to play or practice following a concussion or after being
removed from an interscholastic contest due to a possible head injury or concussion and not cleared to return to that
same contest. In accordance with state law, all IHSA member schools are required to follow this policy.
You should also inform your child’s coach if you think that your child may have a concussion. Remember it’s better
to miss one game than miss the whole season. And when in doubt, the athlete sits out.
For current and up-to-date information on concussions you can go to:
http://www.cdc.gov/ConcussionInYouthSports/
_____________________________ _____________________________ _____________
Student-athlete Name Printed Student-athlete Signature Date
_____________________________ ______________________________ _____________
Parent or Legal Guardian Printed Parent or Legal Guardian Signature Date
Please refer to the Illinois High School Association for more facts and rules on concussions.
http://ihsa.org/documents/sportsMedicine/2013-14/2013-14%20concussionconsent.pdf
74
75
Fundraiser Request Procedures
1. The organization desiring to fundraise will fill out a universal form all high schools
will use. The form includes specific information about the fundraiser to be filled out.
The form must be completed and submitted to the building Assistant Principal /
Athletic Director three weeks prior to the fundraising event.
2. The building Assistant Principal/Athletic Director will review the fundraising
request to make sure the fundraiser is school appropriate and safe.
3. Once approved, the Assistant Principal/Athletic Director will submit the form to the
building Principal for approval. The building Principal will cross check the request
with his/her database to ensure a similar fundraiser is not taking place during the
same time period. Once approved, the building Principal will submit the proposal to
their building superintendent per board policy 7.325.
4. Per board policy 7.325, the building Superintendent must grant final approval.
5. Once final approval is granted, the Principal will place the fundraiser in their
database to ensure equity and to document the fundraising occurring in their
building.
76
Athletic Volunteers
All Athletic Volunteers must complete all portions of the Athletic Volunteer Packet before being eligible
to volunteer. For more information, contact the Parent and Community Engagement Department at 815966-3271.
2015-2016 Athletic Volunteer Packet:
http://www3.rps205.com/departments/PublishingImages/Pages/Athletics/Athletic%20Volunteer%20Pac
ket.pdf
77
Rockford Public Schools has teamed up with CoreCourseGPA.com to provide custom online software to all student-athletes to
assist in tracking their progress towards meeting NCAA initial eligibility requirements.
CoreCourseGPA.com calculates core course GPA for both the Division I and II, provides corresponding minimum SAT/ACT
scores, and a detailed report of core course credits earned and needed.
All student-athletes are encouraged to activate their FREE membership to begin tracking their core course GPA and learn more
about important recruiting topics.
If your child has aspirations of competing athletically as a freshman at an NCAA Division I or Division II school, they must
meet NCAA Initial-Eligibility minimum standards, including minimum core course GPA and SAT/ACT test score requirements.
CoreCourseGPA.com is an innovative tool that allows you to easily track your son or daughter’s progress towards meeting these
requirements, beginning as soon as the first semester of their freshman year.
To activate your child’s CoreCourseGPA.com membership, follow these simple steps:
1.
Go to www.CoreCourseGPA.com
2.
Click on “Free New Member Account” in the upper left corner and enter the School ID and School Code:
Students/Parents:
School ID: (refer to next page for your specific school)
School Code: (refer to next page for your specific school)
3.
Click “Continue.”
4.
Fill in the appropriate fields in the Create New Student Account form.
**Remember to write down the new Member Name and Password you have created**
5.
Click “Submit”
Congratulations! You have successfully created your CoreCourseGPA.com member account.
To login to your member account and begin using the CoreCourseGPA.com software, follow these simple steps:
1.
Go to www.CoreCourseGPA.com
2.
Click the “Member Login” button in the upper right corner
3.
Enter your Member Name and Password
**Use the Member Name and Password you created during the account activation process**
4.
Click “Login”
CoreCourseGPA.com incorporates the NCAA recognized core courses for Rockford Public Schools into the online course entry forms,
calculates BOTH Division I and Division II core course GPA, automatically factors weighted grades into calculations and tracks course
requirements for BOTH Division I and Division II. Your son or daughter’s core course information is saved for the duration of their high
school career.
CoreCourseGPA.com also provides you access to free recruiting webinars through FreeRecruitingWebinar.org, a nonprofit program.
Webinar previews as well as full length recruiting webinars may be accessed on the FreeRecruitingWebinar.org website. Viewing a full
length webinar is highly recommended to learn about the facts and rules of recruiting. The recruiting process starts in the freshman
year. Make sure you are prepared.
Auburn:
School ID: 143693
School Code: 797035889
Core Course GPA School IDs and Codes
(See Step 2 of the “Free New Member Account” process)
East
School ID: 143700
School Code: 797155722
Guilford
School ID: 143703
School Code: 797267501
Jefferson
School ID: 143712
School Code: 797390335
78
RPS 205 NCAA
Approved Core Courses
SOCIAL SCIENCE
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AP Comparative Government
and Politics
AP European History
AP Human Geography
AP Macro Economics
AP Micro Economics
AP Psychology
AP US Government and Politics
AP US History
AP World History
Criminal Law
Economics
Honors World History 1-2
Latin American History
Newcomer Social Studies
Psychology 1-2
Renaissance Gifted AP US
History
Renaissance Gifted World
History
Sociology
United States History
US Government and Politics
World Affair
World Geography
World History
ENGLISH
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
AP English 11 Lang and Comp
AP English 12 Lit and Comp
Creative Writing
English 10
English 11
English 12
English 9
Honors English 10
Honors English 9
Mystery
Poetry
Renaissance AP English 10 Lit
& Comp
Renaissance AP English 11
Lang & Comp
Renaissance Gifted Creative
Writing
Renaissance Gifted English 12
Renaissance Gifted English 9
Speech Communication
Speech I
Speech II
79
MATHEMATICS


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Geometry
Algebra 3/Trigonometry
Algebra 1
Algebra 1/H
Algebra 2
Algebra 3
AP Calc AB
AP Calc BC
AP Statistics
Arabic Bilingual Algebra
Arabic Bilingual Geometry
Calculus 3-4
College Algebra 1-2
Geometry 102
Honors Geometry 1-2
Intro to Stats
Pre-Calculus 1-2
Renaissance Gifted College Algebra
Renaissance Gifted College
Geometry
Renaissance Gifted Trigonometry
Trigonometry
ADDITIONAL CORE COURSES

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



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
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




AP French
AP Spanish Language
French 1
French 2
French 3
French 4
French 5
Sign Language 1
Sign Language 2
Sign Language 3
Sign Language 4
Spanish 1
Spanish 2
Spanish 3
Spanish 4
Spanish 5
Spanish for Native Speakers 2
Spanish for Native Speakers 1
NATURAL/PHYSICAL SCIENCE

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Aerospace 1-2
Anatomy/Physiology 1-2
AP Biology 1-2
AP Chemistry 1-2
AP Comp Science A
AP Environmental Science
AP Physics 1-2
AP Physics 2
Arabic Bilingual Biology
Arabic Bilingual Chemistry
Arabic Bilingual Phys Science
Biology 1-2
Chemistry 1-2
Conceptual Chemistry 1-2
Conceptual Physics 1-2
Environmental Science
ESC1-Geology & Oceanography
ESC12-Astronomy & Meteorology
Honors Biology 1-2
Honors Chemistry 1-2
Microbiology
Organic Chemistry
Physical Science 1-2
Physics 1-2
Renaissance Gifted Advanced Biology
Renaissance Gifted Chemistry
Renaissance Gifted Physics
Zoology 1-2
80
Media Contacts
Varsity coaches and/or athletic directors are required to submit their game/contest results to the area media following the
completion of the event. In addition, all postseason results must immediately be reported to the Illinois High School
Association.
Newspapers:
Rockford Register Star
Phone: 815-987-1380
Fax: 815-987-1204
E-mail: [email protected]
Rock River Times
Phone: 815-964-9767
Fax: 815-964-9825
E-mail: [email protected]
Television stations:
WTVO
Phone: 815-968-4579
Fax: 815-963-0029
E-mail: [email protected]
WREX
Phone: 815-335-2710
Fax: 815-335-2297
E-mail: [email protected]
WIFR
Phone: 815-987-5330
Fax: 815-987-5333
E-mail: [email protected]
Radio stations:
WNTA
Phone: 815-874-7861
Fax: 815-874-2202
E-mail: [email protected]
WROK
Phone: 815-399-2233
Fax: 815-484-2432
E-mail: [email protected]
Illinois High School Association
Phone: 309-663-6377
Fax: 309-663-7479
81
Agreement to Handbook Terms
I, _______________________________________, understand and agree to all terms and
(coach name – please print)
conditions stated in the Rockford Public Schools Athletic Handbook. Failure to follow the
guidelines listed in the district handbook may result in my termination from my position as
_____________________________________________.
(title, sport, school)
____________________________________________
(signature)
__________________________
(date)
82
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